ADMINISTRATIVE ASSISTANT

Department / Division: SOLID WASTE / ADMINISTRATION

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to the Solid Waste Director and other administrative staff. Duties and responsibilities include, but are not limited to, preparing correspondence, filing and maintenance of records, answering telephones, 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 bi-weekly payroll for the Solid Waste Department and forwards for the Directors signature receives and distributes paychecks for Solid Waste Department. Answers the office telephone, takes messages, and routes calls to appropriate personnel receives visitors and provides general information. Composes, drafts, and types memoranda, correspondence, and reports for the Director and other administrative staff from dictation or oral instructions. Establishes and maintains departmental personnel records processes all changes in employee status and maintains current records of employee leave balances. Processes incoming and outgoing office mail screens and distributes incoming mail. Provides secretarial support as needed for Ad Hoc and Landfill Site Acceptability committee meetings prepares and mails agenda, records, edits and compiles relevant data, types minutes, and maintains related records. Maintains the Directors calendar. Types confidential correspondence, such as disciplinary actions and termination notices. Prepares travel expense and reimbursement documents. Receives, prepares, forwards, and maintains log of work requests from the Clerk of the Commission and Assistant Manager. Coordinates office meetings and prepares minutes for meetings. Establishes and maintains the departmental filing system. Interprets policies and procedures for employees. Reviews all outgoing correspondence. Assists the Solid Waste Director in prioritizing daily assignments. Assists employees in completing various work-related forms. Provides secretarial support to landfill staff as needed. Assists in scheduling and coordinating special dispatches for complaint calls, dead animal pick-ups, blocked dumpsters, missed or extra pick-ups, etc. Operates a two-way radio to dispatch and maintain contact with personnel. Provides information regarding refuse, recycling, leaf and limb collection policies, procedures, and charges to customers. Prepares agenda reports. Assists in maintaining an adequate inventory of office supplies from local suppliers as needed. Assists with the preparation of the annual departmental budget by typing supporting information. Reviews GIS system and updates data as needed. Assists other clerical staff as required. Assists the Director and Assistant Director with special projects, typing, and scheduling meetings. 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 Assistant. 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 payroll guidelines, accrual register reports, active employee listings, time sheets, loss reports, etc., and procedures and methods as required in the performance of duties. Has knowledge of computer software programs as necessary in the performance of job duties, use of a two-way radio, and use of office equipment such as computers, fax machines, etc.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required an Associates degree in business, secretarial science, or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Supervisory experience is preferred. Must possess or have the ability to acquire Notary Public status. 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, adding machines, Dictaphones, copier, fax machines, etc., and a two-way radio. 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 of 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, and the giving of assignments andor directions to co-workers andor assistants.

LANGUAGE ABILITY:

Requires the ability to read a variety of guidelines, ordinances, reports, records, lists, computer manuals, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare time sheets, meeting minutes, on-the-job injury reports, travel expense reports, letters, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people the general public 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, such as typewriters and computers.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as typewriters, dictaphones, and computers. 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: Must be able to communicate via telephone, two-way radio.

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