Job Description

Job Summary:

The Public Works Administrative Assistant performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the Director of Public Works and staff, and assisting in the administration of the standard operating procedures of the Public Works Department. Responsibilities include (but are not limited to): providing administrative support to a professional team; coordinating staff schedules, receiving the public and answering routine inquiries, acting as custodian of departmental documents and records, reviewing confidential information; analysis and interpretation of policies, procedures, fiscal information, and statistical data for reports to management.

Supervisory Responsibilities:

• None.

FLSA:

• Hourly, non-exempt.

Employment Type:

• Regular Full-Time.

Pay:

• $22/hr

Benefits:

• Medical
  • ER pays 100% of EE premium and 80% of dependent premium.
• Dental
  • ER pays 100% of EE premium and 80% of dependent premium for base plan.
  • EE has option to pay difference for buy-up plan.
• Vision
  • ER pays 100% of EE premium and 80% of dependent premium.
• IMRF Pension
  • EE contributes 4.5% pre-tax.
  • ER contributes 6.17%
  • Vested after 10 years.
• Employee Assistance Program (EAP)
  • 100% ER paid.
• Life & AD&D Insurance
  • 100% ER paid $20,000.
• Other
  • STD, Hospital Indemnity, Life Insurance, 457, FSA, HAS
  • 10 paid holidays
  • Paid time off

Essential Duties/ Responsibilities:

• Answers in-coming calls to the Public Works Department and routes callers, takes messages, and provides information as required. Receives the public and answers questions, responds to inquiries from employees, citizens and others and refers when necessary to the appropriate person.
• Interacts with line staff, foremen, management, other departments, contractors, and outside agencies to schedule, track, and document work.
• Maintains Computerized Maintenance Management System (CMMS) and assists Administrative Assistants, Geographic Information System (GIS) Technician, and Public Works Managers with CMMS administrative tasks related to system setup and maintenance. The department CMMS requires continuing interaction with specialized GIS software to identify service request and work order locations as well as link work orders to infrastructure assets for work tracking.
• Creates and runs specialized reports via various specialized computer spreadsheet, word processing, data management, GIS reporting, and other software programs.
• Performs a broad range of routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
• Acts as a custodian of departmental documents and records. Establishes and maintains filing systems, control records, and indexes using moderate independent judgment. Files and posts time-sensitive documents and notifications.
• Schedules appointments and performs other administrative and clerical duties for the Public Works Department.
• Assists in the procurement of department materials and supplies and operates listed office machines as required.
• Receives, stamps, reviews (including confidential documents) and distributes all incoming mail, and processes outgoing mail.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgement as to content, accuracy, and completeness. Plans conferences and training sessions. Coordinates travel plans for staff.
• Inputs data on standard office and department forms; makes simple postings to accounts; compiles data for various reports.
• Maintains inventories and orders office supplies and materials.

Essential Skills/Abilities:

• Standard business practices, policies and procedures.
• Modern administrative and clerical procedures and systems such as word processing systems, spreadsheets, databases, GIS, CMMS, filing and records management/reporting systems, and other office procedures, equipment, and terminology.
• Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Relevant legal and technical terminology encountered in the course of work.
• Maintain a positive attitude; demonstrate a commitment to City goals and values, and to exhibit a positive overall customer service-oriented manner and a willingness to work together in a team environment.
• Communicate strongly both orally and in writing.
• Type at least 50 words per minute.
• Establish and maintain effective working relationships with co-workers and the general public.
• Perform and accomplish requirements of the job using appropriate general office equipment (i.e., fax machine, copy machine, calculator, multi-function telephone).
• Work independently on complex and confidential assignments without detailed instructions.
• Use basic computer word processing, presentation, spreadsheet/database management applications (i.e. Microsoft Word/PowerPoint/Access/Excel, ESRI ArcGIS, Azteca Cityworks, and Crystal Reports applications).
• Comprehend and make inferences from written materials.
• Understand, interpret, explain, and apply relevant policies, procedures and regulations.
• Attend to details, calculate numerical formulas, and verify accuracy of amounts and calculations.
• Perform light physical work exerting up to 25 pounds on an occasional basis; perform such activities as fingering, grasping, lifting, and reaching, crouching and repetitive tasks.
• Recognize and respect diversity and work effectively with peoples of other cultures.

Essential Education and Experience:

• High school diploma or equivalent, and:
• Some college or additional administrative/secretarial training, and:
• At least four years of progressively more responsible related work experience, with strong computer and customer service experience, or:
• Other equivalent combination of education and experience may be considered.

Essential Physical Requirements:

• Ability to sit for extended period.
• Ability to hear.
• Ability to read, write, and comprehend English orally and written communications.
• Ability to type on a computer.

Equal Employment Statement

The City of O'Fallon is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. All employment decisions are based on merit, qualifications, and business needs. City of O'Fallon, IL

Job Tags

Hourly pay, Holiday work, Full time, For contractors, Work experience placement,

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