Community Development Administrative Assistant

City of Coweta; Coweta (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Coweta is seeking a capable administrative clerk to provide professional public service and essential secretarial support to the Community Development Department. The role involves answering phones, routing inquiries, processing mail, drafting correspondence, and maintaining filing systems to ensure efficient operations.

Candidates should have a high school diploma, office experience with LANs, strong communication skills, and the ability to handle confidential information, organize

Qualifications

• Public-facing communication with professional demeanor.
• Modern office procedures and software applications.
• Strong English spelling, grammar, and letter writing.
• Record keeping principles and data management.
• Knowledge of local ordinances related to inquiries.
• Ability to research information and handle confidential material.
• Organizational skills to manage workload and deadlines.

Responsibilities

• Answer and route calls, provide information to customers during business hours.
• Communicate with PWA Director regarding customer issues as needed.
• Operate two-way radio and telephone as needed.
• Receive the public and answer questions.
• Assist in procurement of department materials and track purchase orders.
• Receive, stamp, and distribute incoming mail; process outgoing mail.
• Compose, type, edit correspondence, reports, and other materials requiring judgment as to content, accuracy, and completeness.
• Generate work order requests based on customer complaints, issues, or staff requests.
• Establish and maintain PWA filing system.
• Maintain employee data base tracking vacation, sick time, and comp time usage as well as employee contact information.
• Other duties as assigned.

Skills

Public contact

Telephone etiquette

Organizational skills

Written communication

Discretion/confidentiality

Independent work

Education

High school diploma or GED

Tools

Local area networks (LANs)

Job description

Description

General Purpose Performs a wide variety of highly responsible and complex clerical and secretarial duties to provide professional, effective and efficient public service to the general public, and to provide highly responsible secretarial and administrative support to Community Development Department.

Examples of Duties

Essential Duties and Responsibilities

• Answers and operates telephones, routes callers to appropriate departments, provides information to customers during normal business hours and/or emergency situations.
• Communicates with PWA Director and Assistant PWA Director as needed regarding customer complaints or issues.
• Operates two-way radio and telephone as needed.
• Receives the public and answers questions.
• Assists in the procurement of department materials and supplies, tracks purchase orders and expenditures.
• Receives, stamps, and distributes incoming mail, processes outgoing mail.
• Composes, types, and edits correspondence, reports, memoranda, and other materials requiring judgment as to content, accuracy, and completeness.
• Generates work order requests based on customer complaints, issues, or PWA staff requests.
• Establishes and maintains PWA filing system.
• Maintains and tracks PWA employee time utilizing time clock software.
• Maintains employee data base tracking vacation, sick time, and comp time usage as well as employee contact information.
• Other duties as assigned.

Typical Qualifications

Desired Minimum Qualifications Education and Experience:
(A)Graduation from a high school or GED equivalent with specialized course work in general office practices, such, typing, personal computers, filing, accounting, and bookkeeping.
(B)Office experience to include knowledge of local area networks.
Necessary Knowledge, Skills and Abilities:

1. Proper public contact and telephone etiquette and ability to effectively meet and deal with the general public; ability to communicate effectively verbally and in writing and tactfully respond.
2. Modern office procedures, methods and equipment and various types of software packages and applications.
3. English usage, spelling, grammar and punctuation; business letter writing and report preparation.
4. Principles and procedures of record keeping.
5. Knowledge of local ordinances as they apply to inquiries from citizens.
6. Ability to research a variety of information; discreetly handle confidential information; communicate clearly, both orally and in writing.

(G)Ability to organize work for appropriate and timely completion and to work independently in this absence of supervision.

Supplemental Information

Tools and Equipment Used

Multi-line telephone, computer, copy machine, fax machine, postage machine, two-way radio, telephone, 10 key calculator, and typewriter.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is occasionally required to walk, use hands to handle, or feel objects, tools or controls, as well as reach with hands and arms.
• The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

• The work environment characteristics described are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.