Administrative Assistant to the Transportation & Public Works Department (Workflow Coordinator) Position Available In Lake, Florida

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Water/Sewer Administrative Assistant to the Transportation & Public Works Department (Workflow Coordinator)

DESCRIPTION

Under the direction of the Executive Assistant to the Director of Transportation & Public Works, the individual will provide assistance to the Transportation & Public Works Department. The individual will maintain department files, provide general assistance, and perform other duties for the department as needed and assigned. Primary focus of the position is to develop and implement an asset management program that includes workflow coordination of department activities. This responsibility includes assessment of software options, training on the selected software platform, and coordination with department personnel as well as management of work orders, tracking of assets, and tracking of inventory

ESSENTIAL JOB FUNCTIONS

Provides administrative support to the Transportation & Public Works Department.
Developing and implementing asset management program including workflow coordination via a work order system.
Represents the department internally in coordination with other departments and represents the City of Groveland in communications with residents and the public.
Assists the Executive Assistant in scheduling and coordinating departmental meetings.
Assist in departmental communications including phone calls and emails.
Answers general questions regarding the department and interacts professionally with the public. Prepares communications to include but not limited to memos, e-mails, and other department-related correspondence.
Provides assistance on departmental payroll matters.
Assists the Executive Assistant with the accounts payable process for the department.
Organizes, maintains and updates department records.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, reporting, and expediting orders for supplies to the Executive Administrative Assistant.
Collaborates with the Executive Assistant to implement departmental procedure changes.
Completes weekly and monthly reports. (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required) Qualifications

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS

AND ABILITIES

1. Knowledge of spelling and punctuation. 2. Knowledge of office practices and procedures. 3. Basic mathematical skills. 4. Ability to establish and maintain effective working relationships with employees and the public. 5. Ability to access, input and retrieve information from a computer. 6. Ability to communicate orally and in writing at a level appropriate with the position. 7. Experience with Microsoft Office professional, including Word and Excel. 8. Ability to maintain records. 9. Strong organizational and attention to detail skills.

EDUCATION AND EXPERIENCE

1. High school graduation or possession of an acceptable equivalent-diploma preferred. 2. Two years’ experience involving secretarial/clerical duties. (A comparable amount of training, education or experience can be substituted for the minimum qualifications). Special Requirements

LICENSES, CERTIFICATIONS OR REGISTRATIONS

1. None

ESSENTIAL PHYSICAL SKILLS

1. Acceptable eyesight (with or without correction) 2. Acceptable hearing (with or without correction) 3. Bending 4. Lifting (Reasonable accommodations will be made for otherwise qualified individuals with a disability)