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HomeMy WebLinkAboutPW - Administrative Assistant Public Works Administrative Assistant Page 1 Council Approved 09-2011 Revised 05-30-17, 10-2021, 7-2023 City of Waukee JOB DESCRIPTION Job Title: Public Works Administrative Assistant Reports to: Public Works Director Dept/Div: Public Works/ Administrative Direct Reports: None Pay Grade: N20 FLSA Status: Non-Exempt JOB PURPOSE: The primary purpose of this position is to be the initial contact with citizens who telephone or walk into the Public Works office. Under general supervision, performs various secretarial tasks related to all departments within Public Works. ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.) 1. Screens and directs incoming telephone calls, answering questions in subject matters that are known, and directs walk-in visitors to other staff members when appropriate. 2. Provides forms, applications, brochures, pamphlets and related materials to the public as requested. 3. Creates gas and water service orders for new construction and schedules appointments for meter change outs and/or repairs. 4. Verifies that submitted Gas Rebate Applications meet requirements. 5. Records and issues Utility Permit (ROW) application numbers and maintains files. 6. Records Hydrant Meter Applications. 7. Maintains Oversize/Overweight Permits files. 8. Assists Backflow Systems Incorporated (BSI) with City’s database. 9. Provides administrative assistance to Streets, Water/Wastewater and Gas Divisions. 10. Performs other duties or assumes other responsibilities as apparent or assigned SUCCESS FACTORS: 1. Demonstrate sound time-management skills by effectively or efficiently organizing, prioritizing, and completing multiple assignments in a timely manner. 2. Develop and maintain good relationships with other City departments. 3. Display honesty, trustworthiness, dependability and respectfulness at all times. 4. Safeguard confidential information and use it or disclose it only as expressly authorized or specifically required in the course of performing specific job duties. 5. Understand and internalize the importance of seeking resolution to problems and concerns by bringing them to the direct attention of supervisor in a timely manner. 6. Interact effectively, professionally, and tactfully with the general public. 7. Create and participate in a team environment. 8. Contribute to overall City effectiveness by providing critical staff support to task forces and by participating, as necessary, in assisting all other teams. 9. Attentive to the City’s and the Department’s standards for customer service, accuracy, quality, efficiency and all City policies and procedures ensuring that all work performed meets those standards. QUALIFICATIONS: 1. High School diploma or GED required. 2. Minimum of 2 years' successful related experience. 3. Must possess a valid Iowa Driver’s License and meet the requirements of the City’s motor vehicle policy. 4. Able to retain and perform written and spoken instructions. 5. Confident in the use of computers and tablets and able to be trained in software required to complete the functions of the position. Public Works Administrative Assistant Page 2 Council Approved 09-2011 Revised 05-30-17, 10-2021, 7-2023 PHYSICAL REQUIREMENTS: 1. Able to function productively in a standard office environment accessing cabinets, shelving, work areas and office equipment. 2. Able to sit for long periods of time and to maintain focus on project such as computer screen. 3. Must be able to effectively communicate orally (in person and over the telephone) and in writing (using electronic devices and handwritten) in English with other employees, businesses and community members. WORKING CONDITIONS: 1. Climate controlled office with hazards typical to that environment; minimal outdoor work is required. 2. Position requires travel within and outside of the City which imposes common travel hazards. 3. Standard work hours will be Monday – Friday, 7:00 AM – 4:00 PM. 4. To successfully fulfill the essential functions of this position, employee must maintain standard work hours within Waukee Public Works. 5. There is no residency requirement for this position. I have read and understand the information contained in the Job Description. I understand that this Job Description is not intended and should not be construed as an exhaustive list of all the responsibilities, skills, efforts, or working conditions associated with this job. Also, while this list is intended to be an accurate reflection of the current job, the Employer reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed by the Employer. I understand that I may be required to work overtime, different shifts or hours, outside the normally defined workday or work week. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate any employment at any time and for any reason and the Employer has a similar right. Signature Date The City of Waukee is an Equal Opportunity Employer. In compliance with Americans with Disabilities Act Amendments Act, the City will provide reasonable accommodations to qualified individuals with disabilities, and encourages prospective employees and job incumbents to discuss potential accommodations with the Employer.