Engineering Administrative Assistant — Full Time — Public Works - Engineering
Hiring Salary: $13.81 - $17.94 per hour
REQ #: 10432 — 1 Position(s)
Posted Date: 12/7/2017 Reposted Date: Closing Date: 12/28/2017
Hours: 8:00am - 5:00pm; Monday – Friday
PRIMARY DUTY: Under basic supervision, performs administrative duties and technical and support services for City Departments; coordinates meetings and processes administrative and technical forms.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
• Provides a variety of secretarial, technical support and administrative duties the department; makes appropriate decisions based on work experience and training; duties may vary according to job assignment and individual skills.
• Oversees department administrative workflow; applies knowledge of policies and procedures in order to organize and coordinate work and relieve the department staff of administrative detail.
• Exercises initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data and making decisions; tracks department issues and assures the effective communication of operational information.
• Manages assigned special projects for department programs and functions; researches and compiles a variety of informational material from external and internal sources into narrative and statistical reports for special projects, community issues and departmental functions.
• Answers questions where judgment, knowledge and interpretation of City policies, procedures and regulations are necessary; responds independently to inquiries and resolves problems and customer service inquiries within scope of authority.
• Maintains calendars and resolves complex meeting and travel schedules; coordinates meeting rooms and resources; coordinates development of meeting agendas, action item lists and presentation materials.
• Composes and creates letters, memoranda and official documents from general direction, standard formats, copy, rough drafts and dictation; monitors and reviews accounting, budgets and expenditures.
• Maintains department files; researches files and computer databases; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; assures all administrative actions are in compliance with City policy.
• Supports the relationship between the City of Waco and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Maintains Departments office supply inventory, administers payroll for department.
• Assists Director in managing department’s budget.
• Answers incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate.
• City organization, operations, policies and procedures.
• City administration policies, including accounting, budgeting, payroll and personnel rules.
• Professional standards for business correspondence, writing, spelling and grammar.
• Customer service standards and protocols.
• Principles of record keeping, records retention, records management and file maintenance.
• Local community resources and regional community issues.
• Using initiative and independent judgment within established procedural guidelines.
• Planning, prioritizing and completing assignments with minimum supervision.
• Writing professional reports and correspondence from brief instructions.
• Establishing and maintaining effective working relationships with co-workers, elected officials, special interest groups, advocates and representatives from other regional agencies.
• Dealing tactfully and courteously with the general public and others seeking information about City functions and activities.
• Operating a personal computer utilizing standard and specialized software and entering information into a computer system with speed and accuracy.
• Following verbal and written instructions.
• Communicating effectively verbally and in writing.
SUBMITTING AN APPLICATION
Applicants must submit a completed City of Waco application in order to be considered for this position. Resumes may be attached to the completed application, but not in lieu of one. If a resume is attached, all questions on the application must still be answered completely and accurately. If a question does not apply to you, please mark it "NA" Do not leave it blank. Incomplete applications will not be considered. To verify prior military experience, please include a copy of your DD-214 (Member 4) with your application. All answers are subject to verification. Applications are available online at the City's website, Click Here for the NEW City of Waco Job Application, or at the City of Waco Human Resources Department located at 300 Austin Avenue. Applications may be submitted by e-mail as an attachment to firstname.lastname@example.org, fax to 254-750-5737 or by mail to City of Waco, Human Resources Department, PO BOX 2570, Waco, TX 76702. EOE
High School Diploma or GED equivalent is required; AND two years of public sector administrative support experience; OR an equivalent combination of education and experience.
LICENSE AND CERTIFICATION:
• Must possess a valid Texas Driver’s License.
Testing: Typing (General) with a passing score of 40 wpm; WORD and EXCEL 2010 (Normal User) with a passing score of 70%.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
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 the essential functions.
• Physical Requirements: Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.
• Environmental Conditions: Work is performed primarily in an office setting or well-lit, temperature-controlled working environment.
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