Administrative Assistant

City of Chickasha; Chickasha (OK); On-site; USD 32,000 - 46,000; Full time

Job summary

City of Chickasha is seeking a detail-oriented administrative support staff member for the Public Works Department. The role involves clerical tasks related to contracts, grants, purchases, billing, and inventory management, with exposure to data processing and document handling.

The position requires knowledge of Windows applications, strong typing, and the ability to follow written and verbal instructions, while working under supervision to meet departmental goals and deadlines.

Qualifications

• High school diploma or equivalent required.
• Familiar with Windows and PC applications including Word, Excel, Access.
• Ability to follow oral and written instructions.
• Must have a valid Oklahoma driver's license.

Responsibilities

• Regular attendance during normal business hours.
• Type letters, memoranda, bid specifications, reports from handwritten drafts.
• Maintain the City’s inventory system.
• Proofread materials for accuracy and formatting.
• Assist with procurement, billing, and data processing per City policy.
• Maintain and update department databases and bid files.
• Assist with payroll preparation for the department.
• Coordinate safety and training meetings for the department.
• Perform other duties as directed by the Public Works Department Director.

Skills

Typing & data entry

Oral & written instructions

Organizational skills

Interpersonal skills

Confidentiality

Education

High school diploma or equivalent

Valid Oklahoma Driver's license

Tools

Microsoft Word

Excel

Access

Job description

Job Opportunities

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Full-time position responsible for clerical work in the processing of contracts, grants, purchases, billing, inventory and general operation of the Public Works Department and other departments as needed.

The work includes processing documents, processing and retrieval of computerized data, and providing general assistance in the operations of the Public Works Department. This includes work performed in the operations of purchasing and billing for the Public Works Department, and any department supervised by Public Works Department. The work is performed under the defined objectives, priorities, and deadlines as directed by the Public Works Department Director. The work is reviewed through observation for achievement of desired results and for adherence to established policies and procedures. Previous Public Works or Municipal Utility experience preferred. This role works directly with the Public Works crews at the Public Works facility.

ESSENTIAL FUNCTIONS AND DUTIES:

(The items listed below are not intended to be a complete list of all functions and duties of this position.)

Regular attendance at work during normal business hours;

• Make photocopies, answer telephone calls and give general information in response to public or official inquiries;
• Using a computer, type letters, memoranda, bid specifications, statistical summaries, reports and other materials from handwritten, rough drafts;
• Maintain the City’s inventory system;
• Proof read all type written materials for spelling, punctuation, grammar and format;
• Assist the Public Works Department with the operation and responsibilities of the processing, procurement and dispensing of goods and services as defined by the City’s Purchasing Policy;
• Assist in maintaining the City’s data bases;
• Assist with preparation, distribution, and evaluation of bid packets and information;
• Maintain reoccurring bid list;
• Maintain bid files and documents;
• Assist in payroll preparation for department;
• Subject to working in a confined area in close proximity to others, and with frequent interruptions;
• Maintain City’s contract files, track expiration, and renewal periods of active files;
• File documents and correspondence alphabetically, numerically, or by other classification in pre-established files;
• Search files and computer data for information;
• Coordinate and attend safety and training meetings for the department;
• Do any and all other functions that may be required by the Public Works Department Director or person designated by the Public Works Department Director.

MINIMUM QUALIFICATIONS:

• Public Works or Municipal experience preferred;
• Knowledge equivalent of a high school diploma; and, such training and /or experience as would provide the applicant with the referenced knowledge, skills, and abilities;
• Knowledge of the organization, operations, policies, procedures and administrative practices existing within the department to which the position is assigned;
• Comprehensive knowledge of Windows and PC applications including Microsoft Word, Excel, and Access;
• Knowledge of office equipment such as computers, faxes, and photocopiers;
• Knowledge of smartphones, wireless tablets, thumb drives, Bluetooth devices, and other growing technological uses practice in business.
• Ability to understand and follow oral and written instructions and undertake responsibilities with some initiative and judgment;
• Ability to establish and maintain effective working relationships with City officials, employees, and officials of other governmental and private sector organizations;
• Ability to meet and work with contractors, engineering firms, suppliers, and the general public;
• Ability to interpret reports, grants, and contracts, and to summarize the information to written/verbal reports to the Public Works Director;
• Must possess a valid Oklahoma Drivers license, and be insurable
• Knowledge of modern office practices, procedures, and operations;
• Ability and willingness to maintain information confidentially;
• Skill in accurately recording and organizing information;
• Must make mathematical computations and tabulations accurately and with reasonable speed;
• Ability to type and to retrieve information from a computer terminal.
• Ability to maintain an effective working relationship with other employees, to deal with the public in a tactful and courteous manner, and to operate a two-way radio.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

Some exposure to unpleasant citizens, must be able to handle tactfully;

• Must be able to handle and properly account for large sums of data;
• Work is typically indoors, subject to sitting, standing, walking, and using telephone and computers for long periods of time;
• Local travel required to conduct site visits, and may be required to attend local or out-of-town conferences and/or seminars, etc.;
• Vision required to read and review written correspondence, reports, statistical and technical information, maps etc.;
• Hearing and speech required to communicate clearly and distinctly in English, by telephone and in person, within the confinement of a semi-noisy environment;
• High degree of concentration required to fulfill essential job duties;
• Must have foot/hand/eye coordination sufficient to allow extensive keyboard usage, and the use of miscellaneous office equipment, operate a vehicle;
• Subject to constant noise of computer, copying machine or telephone;
• Subject to exposure to light and glare from computer terminals;
• Must have strength to lift, push, pull, or carry objects weighing 25 pounds on a frequent basis and occasionally greater than 25 pounds, such as boxes of office supplies and equipment.

SUPERVISION:

This position is under the direct supervision of the Public Works Department Director or person designated by the Public Works Department Director.

EEO Class: Administrative Support (OC/9131) FLSA Status: non-exempt

Grade: 11

The City of Chickasha is an Equal Opportunity Employer.