Administrative Secretary

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Job description

JOB SUMMARY:

The Administrative Assistant supports the Public Works Director and other Public Works management team members. This role requires a combination of analytical skills, critical thinking, and effective communication to support various business functions such as budget monitoring resident/ guest services and contribute to strategic planning. Works closely with Public Works teams to identify trends, opportunities, and areas for improvement, helping the organization achieve its goals and objectives.

TYPICAL DUTIES:

• Administrative functions which may include but not limited to; budget monitoring, purchasing, clerical support, and review accuracy of invoices by reaching out to the vendors to ensure everything is accounted for. Monitor directed budget line items through processes such as purchase order payments, department recommendations and purchases.
• Maintains records of all training and certifications received from all Public Works staff including NIMS certifications and safety training, e.g., Log trainings and certifications, distributes information regarding changes and updates as directed by the manager.
• Communicates detailed and complex resident/ guests inquiries to Public Works Supervisors and staff via asset management software, email and in person.
• Assists Managers with the development of and distribution of contracts. Sends out appropriate notices to contractors and acquires appropriate signatures. Coordinates with other departments including Legal and City Recorder to maintain required copies of contracts and legal documents.
• Develop and maintain complex filing systems, and keep orderly records as assigned. Provides back-up support by sorting and distributing incoming and outgoing information, including mail, when necessary.
• Work closely with teams across departments to understand their data requirements and provide support. Collaborate with IT, finance, and other relevant teams to ensure data accuracy and consistency.
• Organize events, meetings, special events; schedules and orders appropriate materials for afore mentioned items.
• Design and maintenance of our digital signage program and communications to the Public Works team. Including but not limited to employee highlight, social equity , weather forecasts, snow cameras, UDOT traffic cameras, GIS plow truck info, etc.
• Order and maintain office supplies and performs related job duties which may include similar duties as described in the Office Assistant I, II and III job descriptions.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• 4 years work experience in an office or administrative setting performing clerical, administrative, and word processing, OR four years education from an accredited educational program with one year work experience in an office or administrative setting performing clerical, administrative, and word processing.

• Skill in operating a variety of office equipment.

PREFERRED QUALIFICATIONS:

• Experience working in a public sector organization.
• Associate degree in related field.
• 1 or more years of experience in word processing, spreadsheets and a typing speed of 60 net words per minute or better.

WORKING CONDITIONS:

• The employee must occasionally lift and/or move up to 10 pounds.
• The employee is required to communicate information and ideas clearly, both verbally and in writing, so others will understand.
• The employee is frequently required to see and observe details at close range.
• Work is performed primarily in an office.
• Frequent exposure to stressful situations while working with contractors and community members.
• May require small amounts of travel to and from meetings, trainings, and conferences.

Compensation details: 23.52-32.92 Hourly Wage

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