ADMINISTRATIVE SECRETARY

Department / Division: PUBLIC UTILITIES / WATER & SEWER CONSTRUCTION AND MAINTENANCE

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11

Purpose of Job

The purpose of this job is to perform administrativesecretarial functions and to provide general support to the Distribution and Collection sections of the Public Utilities Department. Duties and responsibilities include, but are not limited to preparing, reviewing, disseminating andor filing routine correspondence and reports answering the telephone and relaying messages processing invoices and purchase orders maintaining account ledgers receiving, processing and distributing mail maintaining records and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Prepares andor generates routine correspondence, letters, memoranda, forms, reports, budget transfer requests, purchase orders, and other documents via computer andor typewriter. Performs bookkeeping duties such as processing invoicesaccounts payable and preparing requests for journal entries maintains ledger of accounts. Prepares payroll documentation maintains file of daily work cards submitted by each crew. Maintains and issues purchase orders for section purchases. Assists in compiling budget requests and monitoring expenditures. Serves as fixed asset coordinator maintains vehicle, equipment, and inventory control records. Coordinates travel arrangements, accommodations, or other travel-related plans registers employees for seminars and courses prepares travel advances and reimbursement requests. Prepares paperwork for new hires, resignations, terminations of employment, etc. Prepares departmental files maintains file system of departmental records. Receives, opens and reviews incoming mail determines routing distributes as appropriate prepares outgoing mail. Copies and distributes correspondence, memoranda, reports and other related materials. Maintains inventory of departmental supplies initiates orders for new or replacement materials. Acts as system administrator for office equipment maintains supply inventory performs basic maintenance functions initiates communication with service representatives and provides information concerning operational andor mechanical problems associated with machine. Coordinates communication within the department by relaying messages and other information to staff members. Provides information to the public concerning departmental policies, procedures and services. Answers the telephone and two-way radio provides information takes and relays messages andor directs calls to appropriate personnel returns calls as necessary dispatches work crews. Responds to routine requests for information from officials, employees, members of the staff, the public or other individuals. Greets visitors, ascertains nature of business, assists andor directs visitors to appropriate person. Uses knowledge of various software programs to operate a computer in an effective and efficient manner.

Knowledge, Skills and Abilities

Has general knowledge of the policies, procedures, and activities of the Public Utilities Department as they pertain to the performance of duties relating to the position of Administrative Secretary. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental andor governmental regulations. Has comprehensive knowledge of the terminology used within the department. Has the ability to communicate effectively with supervisors and other staff members. Has the ability to use independent judgment in routine and non-routine situations. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the ability to plan, organize andor prioritize daily assignments and work activities. Is able to comprehend and apply regulations and procedures of the department. Has a good working knowledge of applicable federalstate laws, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties. Has a good working knowledge of modern office procedures, payroll procedures, and bookkeeping practices. Has skill in establishing and maintaining files, organizing work, bookkeeping, dealing with the public, and in oral and written communications. Has the knowledge and ability to operate various office equipment including a computer, printer, typewriter, calculator, copier, facsimile machine, two-way radio, and telephone. Has the ability to type accurately with appropriate speed. Has skill in utilizing various word processing, spreadsheet, database andor other software programs relevant to the position.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent required with an AssociatesVocationalTechnical degree in secretarial science, business or related discipline preferred secretarial training and two years of general office administration, bookkeeping or related experience required or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must possess a valid drivers license.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including a computer, printer, typewriter, calculator, copier, facsimile machine, two-way radio, and telephone. Must be able to exert up to twenty pounds of force occasionally, andor up to ten pounds of force frequently. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION:

Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes givingreceiving assignments andor directions tofrom co-workers, assistants or supervisors.

LANGUAGE ABILITY:

Requires ability to read a variety of informational documentation, directions, instructions, methods and procedures. Requires the ability to prepare letters, reports, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to individuals with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand relatively complex principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgment in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including terminology related to bookkeeping, watersewer line construction, and radio dispatching.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide determine percentages compute discountinterest perform calculations involving variables, formulas, square roots, and polynomials. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a variety of machinery and equipment including a computer, printer, typewriter, calculator, copier, facsimile machine, two-way radio, and telephone.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as automated office equipment, secretarial supplies, and computer supplies. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone and two-way radio

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