PT ADMINISTRATIVE ASSISTANT - PUBLIC WORKS

Basic Function:

Under the direction of an assigned supervisor, perform a variety of general clerical duties in support of an assigned department or program; answer phones and greet and assist the public.

Essential Duties:

Perform a variety of general clerical duties in support of an assigned office including typing, filing, duplicating and distributing materials. Serve as receptionist; answer telephone calls and direct calls to appropriate personnel; take and relay messages as appropriate. Receive, greet and direct visitors; respond to inquiries and provide a variety of routine information to the general public. Type letters, forms, memoranda, bulletins, reports, notices, flyers or other materials from detailed or rough copy; compose routine correspondence; proofread completed typing assignments. Compile information and prepare and maintain logs, files and records; review and verify the accuracy and completeness of various documents. Receive, sort and distribute mail and supplies; prepare and distribute informational packets and bulk mailings as directed. Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software. Communicate with other departments, City staff and outside organizations to exchange information and resolve issues or concerns related to assigned activities. Assist with monitoring inventory levels of office supplies; assist in ordering, receiving and maintaining inventory of office supplies as directed.

Other Duties:

Assist with preparing for meetings and special events as assigned. Collect monies for assigned department or program as directed.

Knowledge of:

Modern office practices, procedures and equipment. Telephone techniques and etiquette. Basic record-keeping and filing techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Operation of a computer and assigned software. Oral and written communication skills. Interpersonal skills using tact, patience and courtesy.

Ability to:

Perform routine clerical duties such as filing, typing, duplicating and maintaining routine records. Learn basic terminology, processes and operations of assigned office. Answer telephones and greet the public courteously. Type or input data at 40 words per minute from clear copy. Operate a variety of standard office equipment including a computer and assigned software. Understand and follow oral and written directions. Establish and maintain cooperative and effective working relationships with others. Communicate effectively both orally and in writing. Complete work with many interruptions. Receive, sort and distribute mail. Report to work every scheduled workday.

WORKING CONDITIONS

Environment:

Office environment. Constant interruptions.

Physical Demands:

Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials.

EDUCATION AND EXPERIENCE

Any combination equivalent to graduation from high school and sufficient training and experience to demonstrate the knowledge and abilities listed above.

LICENSE/CERTIFICATIONS

Must type at a speed of 40 net words per minute.