Public Works Administrative Assistant I

City of Santa Fe Springs; Eureka (NV); On-site; USD 42,000 - 60,000; Full time

Job summary

The County Public Works Department seeks a Public Works Administrative Assistant I to provide high-level administrative support to the Public Works/Emergency Management Director and to several boards. The role includes receptionist duties, mail processing, calendar management, bill processing, and liaising with the public and external agencies.

Candidates should have a high school diploma or GED and at least one year of clerical experience.

Qualifications

• Basic computer office operations including word processing and spreadsheets and/or database operations.
• Basic record keeping and bookkeeping principles and practices.
• Correct English usage including spelling, grammar, and punctuation.

Responsibilities

• Greet and screen visitors and telephone calls; provide information and resolve simple complaints.
• Assist one or more supervisors and support department operations.
• Manage mail, filings, calendars, meetings, and travel arrangements.

Skills

Word processing

Spreadsheets

Database operations

Record keeping

English usage

Public entities knowledge

Research techniques

Education

High School diploma/GED

Tools

AV platforms

Job description

Description

Public Works Administrative Assistants coordinate assigned activities with other departments, outside agencies, and the public; provides highly complex administrative support to the Public Works/Emergency Management Director; acts as administrative assistant to LEPC, Planning Commission, and various advisory boards, and to the Road, Buildings and Grounds, Water, and Landfill departments.

Examples of Duties

Essential Functions:

The class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skill.

Public Works Administrative Assistant I:

Works under direct supervision within established and fairly clear guidelines and procedures.

• Acts as receptionist to greet, receive, and screen visitors and telephone calls; takes messages; provides factual information regarding department records, services, functions, and program activities which require some interpretation of rules, policies, and/or procedures; receives complaints and attempts to resolve them.
• Acts as an assistant for one or more supervisors within Public Works.
• Opens and distributes incoming mail; processes outgoing mail; posts and distributes notices, flyers, and bulletins; maintains departmental filing systems; maintains calendar of scheduled events, schedules meetings using County audio/visual platforms and equipment; explains proper use and completion of forms and documents.
• Receives and enters utility meter readings; prepares and processes monthly water bills and construction water usage, Landfill, and fuel reimbursement bills; tracks and processes notices for all late accounts.
• Receives and posts utility payments; assists customers with account questions; traces errors for correction; and prepares bank deposits.
• Receives and verifies invoices, vouchers, and related materials; tabulates amounts; codes data for processing; posts information to appropriate accounts, logs, and reports using programmed software to meet organizational needs.
• Gathers and drafts information for use on County website, social media, newsletters, and other Community Outreach programs; communicates with vendors, county departments, outside agencies, and general public.
• Makes arrangements for various meetings and travel.
• Assists in gathering information for yearly Consumer Confidence Reports (CCR) to support the preparation process.
• Assists department supervisors with obtaining quotes; purchases of bulk material and capital outlay items.
• Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

Qualifications

Required Certificates, Licenses, and Registrations:

• Valid Nevada Driver's license

Education and Experience:

Public Works Administrative Assistant I: High School diploma/GED; AND one (1) year of varied clerical work experience is preferred.

Knowledge Of

Knowledge, Skills and Abilities

Basic computer office operations, specifically word processing and spreadsheets and/or database operations; basic record keeping and bookkeeping principles and practices; correct English usage including spelling, grammar, and punctuation; measures needed to deal effectively with coworkers and those in various levels of the organization's governing body and management structure; organization structure and operation of local public entities; and basic research techniques such as how to look up information and use the NRS, local ordinances, policies, and internal procedures.

Ability to:

Learn and apply general office procedures and policies; perform office support work; operate standard office equipment (including a computer and/or word processor) and productivity software; organize and maintain accurate files and records; provide factual information both in person and on the telephone consistent with the organization's policies, procedures, and guidelines; establish and maintain professional working relationships with coworkers, the public, visitors, and vendors; accurately type at a rate sufficient to perform assigned duties.

Physical Demands & Working Environment:

Strength, dexterity, and coordination to use keyboard and video display terminal for prolonged periods. Strength and stamina to bend, stoop, sit, and stand for long periods of time. Dexterity and coordination to handle files and single pieces of paper; occasional lifting of files, stacks of paper or reports, references, and other materials. Some reaching for items above and below desk level. Some bending, reaching, squatting, and stooping to access files and records is necessary. The manual dexterity and cognitive ability to operate a personal computer using word processing and databases. The ability to interact professionally, communicate effectively, and exchange information accurately with all internal and external customers. Ability to appropriately handle stress and interact with others including, supervisors, coworkers, members of the public, and others. The ability to interact professionally, communicate effectively, and exchange information accurately. Maintain regular and consistent punctuality and attendance.

• Occasional lifting, pulling, pushing of items weighing up to fifty (50) pounds, files, stacks of paper, reference, and other material. Occasional shoveling of snow during winter months.
• Position functions indoors in an office type environment where most work is performed at a desk. Position may require occasional travel by car to carry out deliveries or pick up material. Working environment is generally clean with limited exposure to conditions such as dust, fumes, noise, or odors. Frequent interruptions to planned work activities occur.

Compensation Information

The salary listed for this position reflects the Employer-Paid Contribution compensation schedule. Eligible employees may have the option, in accordance with Nevada Public Employees' Retirement System (PERS) statutes, regulations, and County policy, to elect the Employee/Employer Contribution (E&E) compensation option. Under the E&E option, the salary is higher because the employee assumes responsibility for the employee share of the required PERS retirement contribution through payroll deductions.

Full-time employees are offered a complete benefits package including health care, dental, vision, life, Nevada PERS retirement, holidays, vacation, and sick leave. In addition, employees can voluntarily enroll in a deferred compensation plan, Health Savings account, and various other supplemental insurance plans offered by the County.

Part-time employees who regularly work 20 hours or more per week will earn annual leave on a pro-rata basis. Part-time employees employed more than half-time (1040 hours or more in a fiscal year) are enrolled in PERS.