Administrative Assistant II
Job Title: Administrative Assistant II
Department: Public Works
Reports To: Wastewater Superintendent
Open Date: October 27, 2022
Close Date: Open Until Filled
Hiring Salary: $17.90 - $22.87 per hour, DOE
Salary Range: $17.90 - $26.84 per hour, DOE
Job Summary: Primarily responsible for providing routine to advanced support and assistance in a wide array of administrative functions including acting as the subject matter expert on the Wastewater Division’s customer response management database, the Records Retention program for the Wastewater Division, and the travel program for both the water and wastewater utilities. Assists multiple teams with a variety of administrative tasks, including customer service, support for projects and public outreach, oversight and maintenance of budget reports, and service/work orders. Additional duties include acting as a contact point for employees, citizens and customers; processing financial transactions; tracking purchase orders; maintaining division file systems and spreadsheets; performing research; creating correspondence; assisting with program administration; managing projects, process coordination and creation; maintaining standard operating procedures; and completing other duties, as assigned. This class of employee requires discretion and works with considerable independence under minimal supervision.
Essential Duties & Responsibilities: Holds primary/lead responsibilities to administer and facilitate the Wastewater Division’s customer response management database Creates cases based on customer calls received Utilizes knowledge of the sewer infrastructure, wastewater treatment process, and City Pretreatment code to discern appropriate customer response and/or call-routing Exercises best professional judgement in determining urgency of response to customer calls, ensuring continuity of sewer service to customers Communicates and coordinates division responses with appropriate work group managers and supervisors Tracks case related information, ensuring accuracy and completeness of records Reports information from database to wastewater superintendent and other Public Works managers and administrators Serves as sole reception for Wastewater division by answering multi-line telephone and routing calls appropriately using excellent communication and telephone skills; Holds primary/lead responsibilities for arranging travel for water and wastewater division staff Procures cost estimates for travel, per diem, and hotels Creates reservations for travel and accommodations Processes travel-related reimbursements Follows City processes for tracking and reporting of travel related expenses Utilizes work management software, under the direction of the wastewater superintendent and collections system manager, to create work orders for project-based cleaning and televising of sewer system infrastructure Holds lead responsibilities to administer and facilitate wastewater division’s record retention program, retention and destruction policies, and practices for hard copy and digital records; includes Acting as wastewater division’s resident records retention and document database expert; Participating on Department committees to address records management; Developing and facilitating wastewater division-specific records retention training including the creation of technical support materials/procedure manuals; Leading efforts to generate, maintain, monitor, track, evaluate, sort, organize, catalogue, file and retrieve wastewater division information per direction of City record retention program; Coordinate division response to Public Records Requests; Tracks, maintains, and creates reports of budget spending for division managers and supervisors Compose and proof-read letters, correspondence, and memos requiring independent judgment as to content; Research, compile and input data from a variety of sources; prepare and develop routine and special reports and documents; Schedule, notify and coordinate arrangements for meetings, conferences, and events with both internal and external contacts; may also plan, register, schedule, or arrange employee travel for meetings, training, and conferences; may serve on committees for Divisional activities and events; Respond to citizen concerns and questions, inquiries, research issues, and investigate potential solutions in a timely manner; Provide extensive customer contact in support of wastewater division programs and initiatives; Assist with locating and scheduling various training for wastewater division staff; Prepare meeting agendas and take, prepare, and distribute meeting minutes; Handle sensitive and delicate public relations situations with appropriate confidentiality and in a courteous, professional, and timely manner; Utilize Microsoft Office programs (Outlook, Word, Excel, PowerPoint, Visio, Publisher, and Access) as well as various other software programs; Routinely administer, manage and maintain various Department and Division-specific databases (tasks may include data entry, report writing and/or database creation/updates); Provide functional support for various Department programs; Assist in the preparation of presentation content and materials using graphs/spreadsheet, PowerPoint, web content, video, photos, and printed materials; Inventory, order, receive, and distribute office supplies, mail, uniforms, equipment, and other related items; Prioritize and organize work, to meet expectations and scheduled deadlines; Work independently as well as under the direction of immediate supervisor; Process financial transactions and reports using SAGE MIP software, City purchase card software, and Excel in accordance with City policies and procedures; Work with Finance Department to process pay applications and change orders, and create new purchase orders; Evaluate, monitor, and review internal operations and procedures to identify potential efficiency improvements; Provide on-going training and assistance to staff on various internal administrative workflow systems, technologies and general troubleshooting; Complete special projects as needed by the Department which require strong computer, administrative, and problem-solving skills; Update content on Public Works’ internet and intranet websites; Maintain training and education records for personnel; Assist staff with renewals and tracking of professional licensures; Perform other duties as assigned or needed.
Job Specifications: High school diploma or equivalent required plus three years of office/clerical support experience, or any combination of experience and/or training which provides the knowledge, skills, and abilities to perform the work required; One to three years of progressively responsible experience with records management preferred; One-year experience working in the Public Works or Utility fields desired; Associate’s degree, some college education and/or administrative professional training/certificate is desired.
Knowledge, Skills & Abilities: Possesses basic knowledge of state and federal regulations applicable to wastewater utilities, as well as basic understanding of the Idaho Pollutant Discharge Elimination System permitting system Possesses basic knowledge and understanding of the function of the sewer collection system infrastructure and appurtenances Possesses basic knowledge and understanding of wastewater treatment processes, equipment, and infrastructure Possesses basic knowledge and understanding of City Pretreatment code, and the ability discern/judge appropriate response and call-routing from community businesses subject to the code Demonstrate knowledge of methods and practices involve in records management; Possess proficient knowledge of governmental records retention and public information laws and regulations; Possess basic knowledge of infrastructure management system such as Infor Public Sector (IPS); Possess basic knowledge of construction or maintenance principles, practices or terminology; Possess basic understanding of accounting/bookkeeping principles and concepts; Must demonstrate effective customer service skills, be able to manage multiple tasks and projects, and have attention to detail; Must possess excellent communication and telephone etiquette skills and be effective in communicating with all levels of the organization, internal/external customers, key stakeholders, and other agencies; Ability to interact with the public and co-workers in a respectful, effective, cooperative, professional, and courteous manner in a demanding environment and demonstrate honesty, integrity, and fairness in decisions and dealings with others; Make detailed notes from telephone calls and route to appropriate personnel/divisions; Type 50 words per minute; be skilled at word processing, database management, spreadsheet creation, record filing and possess a proficient-level working knowledge of Microsoft Office Suite software; Possess working knowledge and understanding of database functionality; ability to perform data entry and report creation using enterprise databases such as MIP and/or other proprietary databases; Possess demonstrated excellent professional writing skills for writing reports, minutes, standard operating procedures, and other forms of communication with ability to produce documents with correct formatting and clearly-organized thoughts using proper sentence construction, vocabulary, punctuation, spelling, and grammar; Possess knowledge of general office practices and procedures; Ability to operate a variety of office equipment: computer, calculator, copier, scanner, fax machine, binding machine, and postage machine; Must be able to perform general mathematic equations sufficient to add, subtract, multiply, and divide manually or by calculator; Follow, establish, maintain and document office procedures; Ability to use process management to define, develop, document, standardize and improve processes and workflows; Must have exceptional planning and organizational skills and ability to work independently, with little or no direction, or under the general direction of the immediate supervisor to effectively establish priorities and complete multiple, competing and time-dependent projects according to expectations and schedule; Ability to regularly plan, set up, and attend meetings, functions, and events, occasionally after hours; Ability to work effectively in a team environment as a team player; Ability to establish and maintain effective working relationships with Division personnel, city officials and the general public; Must have a positive attitude and demonstrate initiative; Must be tactful, discreet, and diplomatic as well as be assertive and resilient; Must have effective problem-solving and decision-making abilities; Make sound and reasonable decisions in accordance with procedures/ordinances and work effectively with frequent interruptions; Willingness to teach or train staff members individually or in a classroom setting; Must be able and willing to attend classes in related fields to upgrade skills and knowledge.
Licensing and Certification: Must hold a valid State of Idaho Driver’s License and safe driving record; Possession of Certified Administrative Professional certification desirable; Ability to become and serve as a Notary Public.
Work Environment and Physical Demands: Work is usually performed in an office environment with moderate noise level. The employee in this class is frequently subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions; Requires sitting at a desk or computer monitor for extended periods of time; Requires the ability to infrequently lift up to 50 lbs.; Requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other division members; Requires clear vision to read printed materials and computer monitor to accomplish work; Requires repetitive movement of the wrists, hands, and/or fingers; Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks; Occasionally may require assisting with and attending Division sponsored special events or activities, sometimes after hours.
Travel Requirements: Local travel is occasionally required via City vehicle.