Administrative Aide

Administrative Aide

Type:

Full Time

Salary/Pay Rate:

$45,000.00/yr. - $50,000.00/yr.

Posted Date:

04/10/2026 9:40

AM Department:

Public Works Union:

AFSCME 2859

Grade/Level:

Level C Closing Date:

Open Until Filled The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

GENERAL PURPOSE

Under general direction of the Public Works Manager and Assistant Public Works Manager, performs varied clerical and administrative work associated with the daily operation of the Department of Public Works.

ESSENTIAL DUTIES AND RESPONSIBLITIES

• Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
• Answers incoming calls and/or routes callers, takes message or provides information as required.
• Communicates with people outside the organization, representing the organization to the public, government, and other external sources
• Enters and processes work orders.
• Monitors and responds to radio calls. Dispatches crews as required.
• Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• Establishes and maintains records and files of correspondence, forms, reports and other materials. These include operating, administrative, fiscal, general and special department records and a variety of incidental records.
• Enters purchase requisitions and process purchase orders and vouchers for payment. Obtains pricing or quotes as requested. Confirms Bid/State/County contract pricing.
• Receives, stamps and distributes incoming mail, processes outgoing mail.
• Receives and records fees, issues receipts and forwards funds to Finance for Convenience Center, Public Works and Water Utility as required.
• Makes appointments as required and requested.
• Maintains petty cash records and receipts.
• Operates various types of office equipment.
• Provides backup to related positions.
• Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to comprehend complex instructions and procedures.
• Ability to make responsible decisions in accordance with established policies and procedures.
• Proficiency in Microsoft Office - specifically Word, Excel and Outlook, required.
• Knowledge of modern office practices and procedures.
• Knowledge of basic accounting principles and practices.
• Skill in operation of listed tools and equipment.
• Ability to accurately perform cashier duties.
• Must possess a professional demeanor with the ability to effectively interface with the public and outside agencies.
• Ability to communicate effectively verbally and in writing.
• Ability to handle stressful situations.
• Ability to establish and maintain effective working relations with local officials, department heads, employees and the general public.
• Must possess proven organizational skills and must be detail oriented.
• Accurate keyboarding skills required.
• Must be a self-starter with the ability to work independently as well as with others and possess an excellent telephone demeanor.
• Capacity to assume routine functions and detailed work already in progress.

MINIMUM QUALIFICATIONS

Education:

• Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping.

Experience:

• Minimum two (2) years of progressively responsible administrative support or secretarial experience.
• Any equivalent combination of related education and experience.

TOOLS AND EQUIPMENT USED

Telephone, personal computer, copy machine, postage machine, fax machine, calculator, cash register.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• While performing the duties of this job the employee is frequently required to sit and talk or hear; use hands to operate, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk; climb stairs.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The work associated with this position is performed in a typical interior/office work environment.
• The noise level in the work environment is usually moderately quiet.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignments to the position.