Public Works Administrative Assistant

Public Works Administrative Assistant City of Byram - 4.0 Byram, MS Job Details Full-time $43,000 a year 22 hours ago Benefits Health insurance Dental insurance Paid time off Employee assistance program Vision insurance Life insurance Retirement plan Qualifications Computer operation Confidential information handling Customer service Executive administrative support Employee relationship building English High school diploma or GED Driver's License Managing budgets in a finance role Math Organizational skills Computer skills Grammar Experience Payroll record maintenance Organizational budget management Full Job Description

SUMMARY DESCRIPTION

To fulfill the mission, goals, and objectives of Byram Public Works Department, employees must have the ability to perform a variety of duties that are essential to the positions they fill. An individual performing the duties of Administrative Assistant must have the requisite skills and personal attributes to perform essential clerical and communications tasks consistent with the requirements of this job description.

POSITION REQUIREMENTS

1. Be a United States citizen; 2. Be at least eighteen (18) years of age; 3. Never have been convicted of aft/any, or a misdemeanor involving moral turpitude; 4. Be free of misdemeanor convictions for the last twelve (12) months; 5. Have no previous or current charges of driving while Intoxicated or driving under the Influence of drugs or alcohol; 6. Possess a valid Mississippi Driver's License and a good driving record. 7. Be subject to a background investigation and personal interviews by agency personnel; 8. Demonstrate reading and comprehension skills in the English language to at least the 12th Grade level through interviews and written demonstration of proficiency; 9. Demonstrate honesty and integrity by successfully completing pre-employment drug testing; 10. Be able to occasionally lift l 0+ pounds; 11. Work in a confined area for eight (8) or more hours and remain seated for long periods of time; 12. Be subject to sitting, standing, reaching, walking, twisting, and kneeling to perform the essential functions; as well as a normal range of hearing; visual acuity and manual dexterity and to operate a personal computer and other standard office equipment. May infrequently drive a city vehicle. Occasional attendance at evening meetings may be required.

GENERAL DUTIES

Personnel of the Byram Public Works Department are required to provide support of operations to include:

• Arrive at work at a specified time in appropriate attire and be neat and well groomed;
• Meet and greet individuals of the community in person, over the telephone and other computer based devices;
• Assist in audits and inventory control;
• Maintain sensitivity and provide equality to all races, religions, sexes, and cultural groups;
• Establish and maintain positive, effective working relationships with co-workers, supervisors, other agencies, and the public;
• Attend and complete all required training and demonstrations of proficiency;
• Support the goals and objectives of the Byram Public Works Department;
• Support and encourage a positive work environment;
• Abide by all lawful policies and procedures, orders, and instructions issued by the superiors of the Byram Public Works Department.

SPECIFIC DUTIES

• To perform a wide variety of responsible, confidential, and complex administrative duties for the Director or other superiors. These duties will include but not be limited to: narrative reports; prepare articles for publications; respond to phone inquiries, maintain Director's calendar, other schedules, files and follow-up systems. Prepare agenda sheets for Board Meetings.
• Maintain department budget reports; code invoices; submit budget reports; maintain department account tracking; & tracking of credits and/or reimbursements.
• Prepare and maintain aspects of department payroll and records.
• Assist with financial planning and preparation of department bi-annual budget requests; coordinate travel arrangements for department members; arrange accommodations, direct billing and advance travel funds, reimbursements, and expense vouchers.
• Perform secretarial support services for the Director. Keep agendas and minutes for department and staff meetings; assist in preparation of Department Annual Report, including spreadsheet and display graphs.
• Prepare and maintain department personnel/administrative and other files, including confidential materials; track and prepare required employee evaluations from supervisor rating sheets.
• Maintain and replenish department petty cash, receipts, vouchers, track, log and forward cash receipts to the City Clerk.
• Order and maintain inventories of department supplies, and administer State Contract purchasing procedures.
• Plan, coordinate and serve as department point of contact for projects as directed by the Director.
• Track and maintain division monthly reports, department correspondence and memos, employee Service Ce1iificates, confidential files and complaints, department and vehicle files.

PERFORMANCE REQUIREMENTS

(KNOWLEDGE, SKILLS & ABILITIES):

• Working knowledge of applicable laws, regulations, City of Byram Public Works Department Policies and Procedures.
• Knowledge of departmental accounting, payroll, budgeting, and personnel procedures.
• Excellent organizational skills and ability to prioritize work, multi-task, deal with interruptions, last minutes changes, and rigid deadlines.
• Excellent oral communication skills and ability to communicate clearly, concisely and effectively and to maintain confidentiality as appropriate.
• Excellent written skills and ability to compose complex correspondence and reports from written drafts and oral instructions, as well as the ability to research, organize and compile data into meaningful reports.
• Mathematical skills and ability to recognize and report to supervisors on potential problem areas related to department budget and payroll issues.
• Ability to apply thorough knowledge of English, spelling, grammar, vocabulary, and punctuation.
• Ability to establish and maintain effective and cooperative working relationships with Supervisors, other City Departments, co-workers, public officials, and to interact with the public in a courteous and helpful manner in stressful situations.
• Ability to work independently with minimum supervision and meet broad work expectations.
• Ability to maintain a high level of confidentiality.
• Ability to oversee the work of others in a manner conducive to efficient and effective performance and positive morale.

EXPERIENCE AND TRAINING REQUIREMENTS

• High school diploma/GED or equivalent with two years of coursework or vocational training in office management, administrative, secretarial, and/or business skills.

Job Type:

Full-time Pay:

$43,000.00 per year

Benefits:

Dental insurance Employee assistance program Health insurance Life insurance Paid time off Retirement plan Vision insurance

Experience:

Customer service: 2 years (Preferred)

Work Location:

In person