Job title: Administrative Assistant – Public Works
Company: City of Mount Dora
Job description: Administrative Assistant – Public WorksPublic WorksFull Time – Non-ExemptPay Range: $18.11/hr – $22.56/hr DOQPerforms administrative level work, including highly responsible administrative support to the Public Works Department (Department) and City Engineer. The job directly interfaces with the public. Work is completed under the general supervision of the City Engineer and Director of Public Works. Performance is measured through the results of assigned work. The employee works with considerable independence and initiative.Essential Duties:
- Provide comprehensive assistance to the City Engineer, and senior staff.
- Manage the City Engineer’s calendar to accurately assess availability.
- Process executive communications and correspondence for key updates and inquiries.
- Meets, greets and directs the general public.
- Manages incoming phone and email communications for the City Engineer and redirects communications to senior and operational staff for handling as appropriate.
- Provides answers to public inquiries when known, or finds the answers, then responds.
- Takes messages, creates work orders for operational staff.
- Assist with special projects as required in a support capacity.
- Communicate in office with all levels of staff to ensure coordination.
- Prepare City Council agenda items for the Public Works Department.
- Draft task authorization and other routine documents as requested.
- Distributes information according to City/Department ordinances, rules, regulations and policies.
- Assist in dispatching trouble calls on city-wide radio by gathering important pertinent information from the public and transmitting it to the field to minimize outage time.
- Assist in maintaining all the Department’s work order files by creating and closing work orders and updating their status in the BS&A software program.
- Handles all mail, incoming and outgoing for the Public Works Department. Also reviews and distributes all incoming mail.
- Research, compose and type effective correspondence and memorandums, charts, and reports and makes copies as needed.
- Establish and maintain filing system/records for the Department. Follow retention schedules according to the State Records Retention Standards.
- Perform related functions for Department Directors, Division Managers and Crew Leaders as assigned.
- Give out information according to the Department rules, regulations and policies.
- Provide administrative support as needed in coordination with support staff.
- Assist with project management and deliverable execution, keeping team on track to meet key goals.
- Performs other related functions as assigned.
Knowledge, Skills, and Abilities:
- Thorough knowledge of office equipment, business English, punctuation, mathematics and spelling; modern office practices, procedures and organizational operations.
- Exhibits good judgement and the ability to troubleshoot issues when responding to inquiries and dealing with the public.
- Ability to deal with emergency utility situations. Ability to assemble and organize data and compose effective and accurate reports.
- Work well with others.
- Prioritize work load and meet deadlines.
- Maintain confidentiality.
- Ability to communicate effectively in English, verbally and in writing.
- Excellent typing skills, computer knowledge, and a good command of the English language.
- Excellent customer service approach working with the public and City personnel
- Excellent verbal and written communications skills
- Ability to handle multiple tasks while properly prioritizing urgent and high-impact work
- Ability to think proactively and show initiative
- Ability to exercise discretion with sensitive information, including client and employee data
- Expert proofreading and editing skills
- Familiarity with common office software
- Self-starter personality and intellectual curiosity
- Strong problem-solving ability
- Strong project management ability
- Comfort working with top-level managerial staff
Required Qualifications:
- High School Graduate or GED required.
- PA diploma or certification is preferred.
- Must have at least two (2) years of office/administrative experience
- Experience working alongside others and offering support to achieve shared goals
- Experience in an office environment or other professional setting
- Training or course work in office/administrative business or related field preferred.
- A comparable amount of education and/or experience can be substituted for the minimum qualifications.
- Must have a valid Florida Driver’s license.
- Complete the required National Incident Management System (NIMS) training within 6 months of completion of probationary period.
A comprehensive job description is available upon request.This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS.The City of Mount Dora is an Equal Opportunity Employer. In Compliance with the Americans with Disabilities Act, the City of Mount Dora will provide accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.Mount Dora is a drug-free, smoke-free, EOE.
Expected salary: $18.11 – 22.56 per hour
Location: Mount Dora, FL
Job date: Thu, 28 Nov 2024 23:44:54 GMT
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