City of Enid

Public Utilities Administrative Assistant

Deadline for Applications
10/20/2017
Employee Group
M-C
Work Schedule
Regular –8 hour shift, typically 7:30 a.m. to 4:30 p.m., Monday through Friday.
Type
Regular Full-Time
Min
USD $13.41/Hr.
Department
785 Public Utilities Management

Position Description

 

 

POSITION DESCRIPTION

 

POSITION TITLE: Administrative Assistant                             DEPARTMENT: Public Utilities           

 

POSITION CODE: 20-950                                                         FLSA STATUS: Non-Exempt

 

POSITION REPORTS TO: Director of Public Utilities                EMPLOYEE CLASS: M-C

 

POSITIONS SUPERVISED: None                                              BLS COMPARABLE: 43-6014

Leadership: Provides co-worker leadership to others through motivation, team building,

and providing feedback.    

CONDITIONS OF EMPLOYMENT:

 

  • Subject to post offer, pre-employment drug screen.
  • Subject to a pre-employment criminal background check.
  • Intermediate Word & Excel skills.
  • Keyboarding speed of 50 wpm.
  • English proficiency.
  • As a position directly affecting the safety of others, the employee will be required to comply with all provisions of the City of Enid’s substance abuse policy, including random drug and alcohol testing.
  • Possession of a valid Oklahoma driver’s license with an acceptable driving record.

POSITION PURPOSE: To enhance the quality of life of Enid residents and guests through provision of efficient clerical support to the City of Enid Public Utilities Management department.  

ESSENTIAL FUNCTIONS AND BASIC DUTIES

 

  • Draft and prepare reports, memos, letters, request for personnel actions, and other documents, using word processing, spreadsheet, database, and/or presentation software.
  • Drive City vehicle for mail runs. Read, analyze, and distribute incoming mail.
  • File and retrieve documents, records, and reports.
  • Receive incoming calls for the Public Utilities Division, determine nature of call, direct to proper department, and ensure resolution. Serve as backup call taker for Solid Waste Services Office Assistant.
  • Acquaint new employees with policies and work procedures. Assist employees with technology and logins as needed.
  • Perform general office duties such as ordering supplies, maintaining records management systems.
  • Prepare agendas, arrange, and record minutes for committee, board, and other meetings.
  • Assist with department budget preparations, prepare expense reports and process invoices. Prepare bids and cost proposals.
  • Manage and maintain Director’s schedule.
  • Provide assistance to other departments as needed.
  • Perform other duties as required.

PERFORMANCE MEASUREMENTS

 

  • Public Utilities runs smoothly and efficiently. Work area is clean and well maintained.
  • Supply orders are placed in a timely and efficient manner. Staff has the materials they need to perform their jobs adequately.
  • Effective working relations exist with City personnel.
  • Employee understands and adheres to applicable safety policies.
  • The City’s professional reputation is maintained.

QUALIFICATIONS

 

EDUCATION/EXPERIENCE                   High school diploma or general education degree (GED); and one year related experience and/or training; or equivalent combination of education and experience.

 

CERTIFICATES/LICENSES:                  Additional related training preferred.

 

REQUIRED KNOWLEDGE:                    Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.    

 

                                                            Customer and Personal Service Knowledge of principles and processes for providing customer and personal services.

 

                                                            Computer - Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.

 

                                                            English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

 

                                                           

SKILLS/ABILITIES:                              Ability to arrange in alphabetical and numerical order.

Handle multiple tasks simultaneously.

                                                           Accurate and attentive to detail.

Good communications and public relations abilities.

Good customer service skills.

Excellent organizational skills.

Ability to assist and support others.

Able to operate telephone, PC, copier, and other basic business machines.

PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

 

FINGER DEXTERITY:                      Manual dexterity sufficient to work with the fingers.

VISUAL ABILITIES:                          Normal vision, with or without corrective lenses.       

 

PHYSICAL STRENGTH:                   Exerts up to 50 lbs. of force occasionally. Light physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.

 

LANGUAGE/COMPREHENSION:     Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.  Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.  Ability to effectively present information to top management.

 

REASONING ABILITY:                     Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 

MATHEMATICS ABILITY:                 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.

WORK SCHEDULE/HOURS:      Regular –8 hour shift, typically 7:30 a.m. to 4:30 p.m., Monday through Friday.

 

Other–Variable lunch period and breaks in coordination with other office personnel.

WORK CONDITIONS:                Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

 

Noise level:                             Moderate noise (examples: business office with computers and printers, light traffic).

 

Other work conditions:             None.

ADVANCEMENT CRITERIA

 

INTERMEDIATE
ADVANCED

4-6 years clerical experience or work in related field.

7+ years specialized clerical or departmental experience.

 

 

Training or certification from vocational coursework.

Associate’s Degree or equivalent in related field.

Proficient knowledge of Library operating procedures.

Advanced knowledge of Library operating procedures.

Advanced Word and Excel skills.

Oklahoma State Library Certification Level III.

Knowledge of safety as it applies to the job.

 

Valid CPR certification.

 

JOB DESCRIPTIONS

 

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.

 

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

 

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

 

I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description.

 

Printed Name__________________________ Date ___/____/____ Signature_______________________________

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