Administrative Assistant - Public Works

Macedonia; Macedonia (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Macedonia is seeking an Administrative Assistant to support the Public Works Director and staff. The role involves daily front-desk duties, answering calls, and maintaining confidential records with attention to HIPAA considerations.

Ideal candidates hold a High School Diploma, have 3+ years of related experience, and are proficient in MS Office while demonstrating strong organizational and communication skills.

Qualifications

• Requires strong customer service skills and ability to greet residents professionally.
• Experience with payroll or work-order systems is a plus.
• Proficient in Microsoft Office and standard office software.
• Ability to maintain confidential information and manage records efficiently.

Responsibilities

• Answer and direct incoming calls and greet residents.
• Provide administrative support to the Public Works Director and supervisor.
• Assist with records handling that may involve HIPAA considerations.
• Coordinate and schedule meetings and maintain confidential files.
• Prepare payroll information for processing and monitor invoices.

Skills

MS Office

Customer service

Office organization

Records management

HIPAA awareness

Communication

Ohio driverer's license

Education

High School Diploma or equivalent

Job description

Reports directly to the Director of Public Works. Provides a variety of routine and complex administrative, clerical and technical work in assistance to Director of Public Works; performing day-to day tasks necessary to ensure accurate and timely performance of duties. Acts as a public-facing employee to the City of Macedonia. This employee is responsible for the day-to-day greeting of the residents of Macedonia. This position will also answer all general phone calls to the City of Macedonia and direct calls appropriately.

Job Requirements: Minimum Qualifications Skills

• High School Diploma or equivalent
• Minimum of three (3) years related experience or any combination of training and experience that indicate possession of skills, knowledge, and abilities listed within this
• Prior experience as Administrative Assistant preferred
• Experience in payroll preparation - preferred
• Experience in communicating and handling a variety of customer service issues
• Experience in office organization
• Experience in work order systems - preferred

Knowledge, Skills & Abilities

• Valid Ohio Drivers'
• Comprehensive knowledge of office management, personnel, financial, and administrative
• Articulate and present a positive professional image both in person and on the
• Establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
• Maintain tact and courtesy when interacting with the public and
• Communicate well both verbally and in
• Possess strong organizational, time management, and multi-tasking
• Maintain records and prepare
• Research and prepare reports in a well-organized

• Maintain confidentiality of
• Must have ability to follow instructions, solve problems and work with minimal supervision
• Proficient in using current Microsoft applications, in addition to other related

Essential Functions

• Answer and direct calls, return phone calls
• Responsible for administrative support to assist the Public Works Director and Supervisor
• Assist in records that may involve HIPAA and privacy considerations
• Operates as confidential aide to the Public Works Director
• Coordinates and manages schedules and appointments
• Coordinate, plan and prepare for meetings
• Maintains all sensitive and confidential files, records and materials specific to the office of the Public Works Director
• Assist with monitoring certification compliance
• Assists in the preparation of payroll information and submission to Payroll for processing
• On occasion perform administrative errands using company vehicle
• Processes invoices, expense reports; tracks and monitors invoices charged against purchase authorizations and purchase requisitions
• Organizes and maintains department records and files
• Works as a team member with other support staff to ensure smooth operation of day-to-day business within the department
• Serves in other clerical roles, as needed
• Perform all other related duties as assigned by the Public Works Director
• All other duties as assigned by the City of Macedonia