ADMINISTRATIVE SECRETARY

Department / Division: SOLID WASTE / LANDFILL

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

Purpose of Job

The purpose of this job is to provide secretarial and administrative support. Duties and responsibilities include, but are not limited to, preparing correspondence and reports 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 landfill accounts receivable. Issues and maintains purchase orders. Organizes data for various reports, including daily operating log, methane and water monitoring reports, and daily, weekly and monthly reports. Prepares customer history reports for charges. Draftstypes correspondence, reports, lists, and forms. Maintains landfill files, logbooks, and various federal and state regulations. Manages and issues permits for haulers. Assists in receiving money for payment of tipping fees. Assists customer in opening charge accounts. Orders and maintains office supplies (janitorial). Prepares monthly financial reports and forwards to Finance. Maintains time cards, prepares payroll time sheets and submits to Human Resources Department. Organizes and maintains files. Collects interdepartmental mail from Courthouse and Solid Waste daily. Follows-up on past-due accounts. Locates and corrects transaction errors. Answers the telephone and responds to inquiries. Operates a two-way radio. Assists the scale attendant. Obtains documents for landfill policies. Assists in customer relations. Performs as on-call scale attendant on weekends, in the absence of the scale attendant. Performs other related duties as required.

Knowledge, Skills and Abilities

Has considerable knowledge of the policies, procedures, and activities of the Solid Waste 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 judgement 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 vehicle maintenance forms, invoices, etc., and procedures and methods as required in the performance of duties. Has knowledge of computer software packages as necessary in the performance of job duties. Has the ability to use office equipment, such as computers, fax machines, etc.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent required with two years of secretarial experience required, VocationalTechnical degree preferred 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 office equipment, such as computers, fax machines, etc. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, andor up to ten pounds force frequently. Physical demand requirements are at levels of those for light work.

DATA CONCEPTION:

Requires the ability to compare andor 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 receiving assignments andor directions from supervisors.

LANGUAGE ABILITY:

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

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgement 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.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide utilize and determine percentages. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.

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 computers, fax machines, typewriters, etc. 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 moderate 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, two-way radio.

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