ADMINISTRATIVE SECRETARY 1102

Department / Division: PUBLIC UTILITIES ENGINEERING MANAGEMENT

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 Engineering Management section 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 receiving monies and maintaining account ledgers processing invoices and purchase orders 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.

Transcribes, composes, prepares andor generates routine correspondence, letters, memoranda, forms, reports, applications and other documents via computer andor typewriter. Prepares development and construction contract documents for water andor sewer extensions verifies information provided by developers and amount of fees to be charged to developers arranges for copies to be signed distributes copies of documents. Prepares and reviews easement acquisition documents for various construction projects forwards documents to courthouse for recording purposes. Prepares payroll documentation maintains employee attendance and leave records. Prepares budget transfer requests, purchase requisitions, and authorizations for payment of invoices. Maintains ledger of accounts. Receives monies for administrative fees, fire flow fees, specifications, tap materials, etc. maintains receipt book forwards with account numbers to Finance Department for processing. Coordinates travel arrangements, accommodations, or other travel-related plans prepares travel advances and reimbursement requests. Establishesmaintains development file and database of other files on computer. Maintains logs of all development-related correspondence, including records of letters of credit, bid bonds, contracts, D.O.T. applications, and correspondence with statefederal regulatory officials. Prepares departmental files maintains file system of departmental records. Copies and distributes correspondence, memoranda, reports and other related materials. Maintains departmental library of professional publications, computer magazines, manuals and reports. Maintains inventory of departmental supplies initiates orders for new or replacement materials. Coordinates communication within the department by relaying messages and other information to staff members. Serves as fixed asset coordinator maintains inventory records. Answers the telephone provides information takes and relays messages andor directs calls to appropriate personnel returns calls as necessary. 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. Provides back-up coverage in the absence of Administrations administrative secretary. Uses knowledge of various software programs to operate a computer in an effective and efficient manner. Performs other related duties as required.

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 and bookkeeping practices. Has knowledge of Athens-Clarke County Personnel System policies and procedures and departmental rules and regulations. Has skill in organizing and maintaining files, 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, dictation equipment, two-way radio, and telephone. Has the ability to type accurately and to record andor transcribe dictation with appropriate speed. Has skill in utilizing various word processing, 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 preferred training in secretarial skills and two years general office administration, bookkeeping, or related experience or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

(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, dictation equipment, 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 public utilities, bookkeeping, and radio dispatching.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide determine percentages compute discountinterest. 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, dictation equipment, 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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