Public Works Staff Assistant- Part-time

Public Works Staff Assistant                                                                                      

Public Works

JOB SUMMARY

This position is responsible for completing moderately difficult clerical functions in support of office and department staff.

As a municipal organization, the City of St. Marys is an emergency provider of services. Some emergency situations, including weather related emergencies, may necessitate City of St. Marys employees to assist in areas of work which may not be directly related to the employees specific job function, but which will be within the physical capabilities, training, and skills of the employee.

MAJOR DUTIES

Answers the telephone, takes messages, screens calls, provides information to callers, receives citizen complaints, and directs calls and messages to the appropriate person.

Explains service policies procedures and rules to callers with questions.

Interviews, screens and greets visitors and directs them to the appropriate area or individual; provides information on departmental services and functions.

Processes work orders; dispatches information to work crews; answers questions from patrons requesting service; dates, sorts, and files information; and provides information regarding utility locates.

Generates purchase orders, which includes preparing requisitions; verifying receipts to purchase orders; verifying signatures; and copying sorting and/or filing information.

Processes payroll information.

Maintains and replenishes office supply inventory.

Prepares reports as requested utilizing a variety of software – receives, sorts, and summarizes material for the preparation of reports.

Composes correspondence in accordance with standard policies – answers various inquiries; explains policies and procedures and arranges appointments; processes routine and non-routine matters independently.

Reports administrative and/or operational problems to supervisor.

Retrieves, opens, stamps, and distributes incoming, interoffice, and outgoing mail; receives and distributes faxes and email; and checks and maintains voice mail.

Photocopies reports, forms, memos, and other various documents.

Disseminates a variety of information and/or reports to various agencies, divisions, or departments via telephone, mail, email or fax.

Performs all other duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of internal departmental policies and procedures.

Knowledge of applicable state, federal and local ordinances, laws, rules and regulations.

Knowledge of computers and job-related software programs.

Knowledge of external governmental bodies and agencies related to area of assignment.

Knowledge of standard business arithmetic.

Knowledge of record keeping, report preparation, filing methods and records management techniques.

Knowledge of customer service methods and techniques.

Knowledge of personnel policy and guidelines to follow.

Knowledge of modern office principles.

Skill in oral and written communication.

Skill in interpersonal relations.

Skill in operating and maintenance of standard office equipment.

SUPERVISORY CONTROLS

The Senior Administrative Assistant assigns work in terms of somewhat general instructions. The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include City Personnel Policy, EPD guidelines, FEMA/GEMA rules and regulations, city code or ordinances, and GA811 locate rules. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

The work consists of various customer service, clerical, and secretarial duties.

The purpose of this position is to complete moderately difficult clerical functions in support of office and department staff. Success in this position contributes effective and efficient operations of the office.

CONTACTS

Contacts are typically with staff, inventory control, Building Maintenance Supervisor, Field Supervisors, citizens, Water Department office staff, mechanic, FEMA Project Manager, GDOT, Georgia Power, GA811, TDS/Comcast, Finance/Purchasing/Accounts Payable, City Manager Administrative Assistant, and NEOS/IT.

Contacts are typically to provide services, to give or exchange information, or to resolve problems.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

The work is typically performed while sitting at a desk or table.

The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

High school diploma or equivalent required; and

More than one year of related experience required; or

Any equivalent combination of education, experience, and training which provides the knowledge, skills, and abilities to perform the work.

Possession of a valid state driver’s license issued for the type of vehicle or equipment operated.