Administrative Secretary - Public Works - INTERVIEWING
- Job Description
The purpose of this position is to provide administrative and clerical support to a division or department. This is accomplished by preparing correspondence and documentation, answering telephones, greeting visitors, providing assistance and resolving complaints, overseeing meeting minutes, ordering supplies, facilitating budget preparation, maintaining time sheets and leave records, and maintaining personnel files. Other duties include completing routine clerical tasks and support activities.
- Examples of Duties
Provides administrative/clerical support by copying, faxing and scanning documentation; ordering office supplies; maintaining a filing system for department documents and files; opening and distributing mail; preparing departmental correspondence and notices to residents; attending meetings; processing requests for information; maintaining calendars, time sheets, and leave records; overseeing record retention files; recording meeting minutes; updating policy and procedures manuals; updating personnel files; and assisting department/division staff; prepares and maintains work orders for resident's requests and inquiries; dispatches proper department based on resident calls and concerns; maintains follow-up with residents efficiently on requests and inquiries.
Provides assistance to customers and vendors by answering and directing telephone calls; greeting visitors; assisting at the front desk; responding to requests for information; and resolving customer complaints; maintains communication between Director and employees; maintains communication with residents and fellow employees in a professional manner; serves as a representative of the Public Works Department to residents.
Assists with special projects by scheduling repairs to office equipment; assisting with preparation of the annual budget; preparing deposits; monitoring expenditures; and processing invoices and purchase orders.
Maintains organization in a busy environment and meets deadlines at all times; must perform multiple tasks at once, including answering multiple phone lines.Performs other duties as assigned.
- Minimum Qualifications
Applicants must have a high school diploma or equivalent; minimum of two years secretarial experience, proficient computer knowledge and skills including Outlook, Word, Excel, and PowerPoint and ability to learn other software systems; type at least 40 wpm; proficient in business English, spelling, punctuation, and proof-reading; customer service oriented; excellent telephone skills; excellent organizational skills, ability to handle multiple tasks/projects, perform simple mathematical calculations; communicate effectively both in writing and verbally; multitask and work under distractions and interruptions.
Valid Texas Driver's License
- Supplemental Information
Public sector experience preferred. Knowledge of Public Works policies and procedures regarding Streets, Water, Wastewater and Solid Waste is a plus.