ADMINISTRATIVE ASSISTANT/Public Services
Description
GENERAL PURPOSE
Assists the public services director in the administration of the public services department. Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the public works staff, and assisting in the administration of standard operating policies and procedures.
SUPERVISION RECEIVED
Works under the general supervision of the public services director and regularly exercise discretion and independent judgment in the day-to-day operations of the public services administration department.
SUPERVISION EXERCISED
None.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Assists in the assigned operations to achieve goals within available resources.
Assists in the development of short and long range plans; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates activities with other departments and agencies as needed.
Assists in the procurement of department materials and supplies. Maintains inventories of office supplies and materials. Prepares requisitions or review requisitions prepared by divisions for completeness, assigns appropriate expenditure codes, maintains record of departmental asset acquisition and coordinates with city clerk and risk management for addition of asset to official city records and insurance policies.
Maintains departmental personnel records. Assists director in a confidential manner in performing duties relating to labor relations.
Attends departmental staff meetings and maintains record of such meetings.
Composes, edits and types a variety of correspondence, reports, memorandums, and other material requiring judgment as to content, accuracy, and completeness.
Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using independent judgment. Prepares records such as notices, minutes, and resolutions.
Coordinates the office operations of the department. Develops and maintains office forms and procedures.
Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, and bookkeeping. Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
Plans conferences and training sessions. Coordinates travel plans for staff and assists in completion of travel expense reports.
Operates radios as needed and assists in radio communications; operates base radio as required. Operates listed office machines as required.
Receives, stamps and distributes incoming mail, processes outgoing mail.
Schedules appointments, and performs other administrative and clerical duties.
PERIPHERAL DUTIES
Serves as a member of oral interview panels for employee selection.
Assists in the city manager's office or other departments as needed.
Operates a vehicle to run errands
Other duties as required.