Community Development Administrative Assistant

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

Job summary

The City of Coweta, OK is seeking a capable clerical professional to provide essential administrative support to the Community Development Department. The role involves greeting the public, directing inquiries, handling phone calls and mail, and assisting with purchasing and record keeping.

Strong communication and organizational skills are required. Responsibilities include composing correspondence, maintaining filing systems, generating work orders, and tracking time and employee records.

Qualifications

• Education: High school diploma or GED; specialized coursework in general office practices (typing, PCs, filing, accounting).
• Knowledge of local ordinances as they apply to citizen inquiries; ability to research information; discreet handling of confidential information.

Responsibilities

• Answers and operates telephones, routes callers to appropriate departments, and provides information during business hours and emergencies.
• Communicates with PWA Director and Assistant PWA Director regarding customer complaints or issues.
• Operates two-way radio and telephone as needed.
• Receives the public and answers questions.
• Assists in procurement of department materials and supplies, tracks purchase orders and expenditures.
• Receives, stamps, and distributes mail; processes outgoing mail.

Skills

Public communication

Office procedures

Written communication

Record keeping

Research skills

Discretion with confidential info

Organizational skills

Attention to detail

Education

High school diploma or GED

Specialized coursework in general office practices

Tools

Office software suite

Job 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.

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 database tracking vacation, sick time, and comp time usage as well as employee contact information.
• Other duties as assigned.

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.

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.