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Administrative Assistant

ADMINISTRATIVE ASSISTANT (Public Works)

NATURE OF WORK

This is a varied secretarial and administrative position to assist the Public Works and Planning & Zoning Departments. Work will be performed with considerable independence and must be capable of carrying on many varied tasks without direct supervision. Will work under the general supervision of the Public Works Supervisor at the Municipal Garage.

EXAMPLES OF DUTIES

  • Performs general office assistance tasks and a variety of technical and clerical duties in support of the City's Public Works and Planning & Zoning Departments.
  • Answers telephones, responds to inquiries, requests, and concerns, forwards calls to appropriate parties, and assists in the preparations of documents and letters.
  • Provides customer service, processes applications for accuracy and completeness, processes work orders, researches necessary information for staff to complete fieldwork in coordination with the Public Works Supervisor and the Planning and Zoning Administrator.
  • Evaluates work procedures, schedules and workflow to ensure efficient operations.
  • Enters information into E-Feedback Manager and Permitting software, prepares and maintains files, permits and records.
  • Schedules work orders in coordination with the Public Works Supervisor & Planning and Zoning Administrator.
  • Prepares and distributes various reports, orders supplies, tracks supply inventory, and enters purchase orders into accounting software upon coordination with Public Works Supervisor.
  • Assist public in submitting applications, requests, inquires, and in the use of website tools.
  • Updates Public Works website and assists in development of informational materials in coordination with Public Works Supervisor and Planning and Zoning Administrator.
  • Attends monthly Planning Board meetings with Planning & Zoning Administrator, takes minutes, prepares, distributes and maintains meeting minutes.
  • Other duties as assigned.

MINIMUM QUALIFICATION

Knowledge, Skills and Abilities

Thorough knowledge of modern office practices and procedures, business skills, English, spelling, grammar, punctuation and arithmetic; operates word processing equipment; skill in organizing work assigned in an efficient manner; ability to assume responsibility and follow directives and instructions; ability to maintain effective working relationships with considerable knowledge and familiarity with city ordinances, policies and procedures.

Training and Experience

  • Graduation from a standard high school or GED. General knowledge of standard office methods and procedures.
  • Ability to communicate well orally and in writing with residents, contractors, and outside agencies.
  • Ability to operate standard office equipment, including, but not limited to computer, telephone, fax, copier and calculator.
  • Ability to operate accounting and permitting software, good working knowledge of Microsoft Office, email, internet, and the ability to generate Excel spreadsheets.
  • Ability to establish and maintain effective working relationships with staff, associates, and the general public.

Special Requirements

Valid North Carolina driver license.

CLASSIFICATION: Administrative, FLSA Non-Exempt: Essential Personnel.

PAY GRADE: 1 Under Supervision