Administrative Assistant - Water Treatment Plant

City of Casper; Casper (WY); On-site; USD 19,000 - 30,000; Full time

Job summary

The City of Casper is seeking a detail-oriented administrative assistant to support the Water Treatment Plant and related departments. You will handle customer inquiries, maintain records, prepare reports, and coordinate calendars and events while upholding a high standard of professional service.

Candidates should have at least one year of clerical experience, a high school diploma or GED, and proficiency with Microsoft Office. Local government experience is a plus and a notary may be required.

Qualifications

• High school diploma or GED required.
• Minimum of one year of clerical or administrative support experience.
• Local government experience preferred.
• Ability to manage calendars and coordinate meetings.
• Proficiency with Microsoft Office and database software.

Responsibilities

• Serve as a primary customer service function for a division and perform semi-skilled administrative support with some independence.
• Maintain records and databases, process correspondence and mail, prepare reports, manage calendars, coordinate meetings and events, order office supplies, and support special projects.
• Train others on administrative level work and temporarily assist in other departments as needed.
• Process accounts payable and/or receivables; accept payments; maintain petty cash; research and coordinate all accounts payable/receivable for an area.
• Receive, process, sort, and distribute mail and invoices; generate standard reports as scheduled.
• Assist in coordinating calendaring, special projects, events, and programs.

Skills

Customer service

Proofreading

Scheduling meetings

Data entry

Effective communication

Confidentiality

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Be part of something essential! Join the City of Casper’s Water Treatment Plant, where your organizational skills and customer service make a difference in supporting the team that helps deliver safe, reliable drinking water to our community. This position serves as a key point of contact for the public, City employees, and other stakeholders by providing information, directing inquiries, and delivering courteous, professional service.

Responsibilities also include maintaining records and databases, processing correspondence and mail, preparing reports, managing calendars, coordinating meetings and events, ordering office supplies, and supporting special projects as assigned.

Reporting Structure

Works under the general supervision of a Supervisor or Division Manager, with opportunities to collaborate with team members and support departmental goals.

1. Serves as a primary customer service function to a specified division(s) or area and performs semi-skilled administrative support with some independence, including responding to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals; taking and transmitting messages; communicating with the public regarding fees, policies, rules and general information about a division, facility, or event.
2. Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.
3. May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.
4. Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.
5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
6. Generates standard reports in accordance with established schedules, or as directed.
7. Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.
8. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
9. Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):

• Customer service principles.
• English language, grammar, and punctuation.
• Basic mathematical principles.
• Basic record keeping and file management principles.
• Time management tools.
• Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.

Abilities (position requirements at entry):

• Organize records in an easily retrievable fashion.
• Routinely demonstrate the City of Casper core values.
• Operate modern office equipment, software, and operating systems/applications.
• Maintain confidentiality.
• Learn and follow applicable procedures and policies.
• Accurately proofread numerical and text data.
• Accurately type documents at a reasonable rate of speed.
• Learn and follow applicable procedures for accounts payable/receivable and Municipal budgets.
• Learn and follow applicable procedures for maintaining accurate records and comply with record retention guidelines.
• Trouble shoot on office equipment.
• Order and maintain office supplies.
• Meet deadlines.
• Work on a variety of tasks simultaneously.
• Work with some level of independence and may lead others with administrative duties.
• Perform basic research and review of data.
• Prepare basic reports and written correspondence.
• Make travel arrangements.
• Maintain a neat and professional appearance.
• Communicate effectively verbally and in writing.
• Follow written and verbal instructions.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.

Skills (position requirements at entry):

• Providing customer service.
• Proofreading and editing documents.
• Scheduling calendars and coordinating meetings and/or events.
• Typing and data entry.
• Operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public.
• Oral and written communication, sufficient to exchange or convey effective information and to receive work direction.
• Operating modern office equipment, software and operating systems/applications.
• Note taking.
• Accounts payable/receivable.
• Maintaining confidentiality.
• Time management.
• Creating clear and concise reports.
• Conflict management and problem solving.

Education and Experience

• High school diploma or equivalent (G.E.D.) required.
• Minimum of one year of experience working in a clerical or administrative support position.
• Local government experience preferred.

Licensing and Certifications

• Possession of a valid Wyoming Driver’s License preferred.
• May require being, or obtaining, a Notary Public designation.

Physical and Environmental Conditions

City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include:

• Emergency response/rescue
• Handling or working with hazardous materials, including chemicals as well as solid and liquid waste
• Operating or maintaining water and wastewater systems
• Writing or modifying code, maintaining, or modifying City data systems including work on networks, servers, and communication systems
• CDL operations and driving
• Operating power-driven machinery or equipment
• Creating or modifying health, financial, security and risk documents or assessments
• Working with or directing minors

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Incumbents are responsible for performing semi-skilled administrative support to a single specified area or division.

Incumbents in this position work indoors in an office environment and are subject to the common noises associated with office work including telephones, copiers, and printers. The position requires frequent sitting, typing, and customer contact, both by telephone and in person.

The above job description is intended to describe the general nature and key responsibilities of this position. Specific duties and assignments may vary depending on the operational needs of the department.

The City of Casper is an equal opportunity employer. Women, minorities, veterans, and individuals with disabilities are encouraged to apply.

Employment with the City of Casper is contingent upon successfully passing a driving record review, background check, and pre-employment drug test, as applicable to the position. Applicants who fail a pre-employment screening or who have been terminated from employment with the City of Casper will not be considered for employment for a period of 12 months from the date of the incident.

The City of Casper utilizes direct deposit for payroll purposes.