Administrative Secretary I - DPW

Administrative Secretary I - DPW

This is a skilled administrative position in administrative support for the Department of Public Works. Work includes responsibility for executing administrative services for assigned sub-department within the Department of Public Works.

Daily work assignments require administrative skill as well as independent judgment based on knowledge of the policies and procedures pertaining to the department and the City as a whole. This position requires establishing and maintaining effective working relationships with affairs of the public, employees, vendors, and contractors, and include the use of good judgment, initiative and making independent decisions on a day-to-day basis.

Works independently under general supervision of the Manager of their sub-division and according to established policies, procedures, and standards. Assignments can be reviewed for content and accuracy upon completion.

Illustrative Job Duties and Responsibilities

• Provides clerical services including answering department of Public Works phones, directing calls, taking messages, interacting with public, distribution of mail. Compiles, copies, scans, sorts, and organizes records of department activities and transactions. Answer letters and general correspondence. Recognizing and filing of many different types of documents.
• Communicates with customers, employees, and other individuals to answer questions, disseminate, or explain information, research requests and address complaints. Must demonstrate competency to oversee and identify areas of concern with ability to differentiate urgent matters to be directed to the proper work groups. Ability to deal with difficult customers and redirect concerns to appropriate persons.
• Maintains calendars. Plans, organizes, and arranges logistics for meetings, conferences, and travel for staff.
• Aids in the day-to-day activities for the Department of Public Works.
• Provides administrative support by conducting research, preparing statistical reports, handling information requests, and arranging conference calls.
• Operates a variety of office equipment including computer, copier, scanner, and printer.
• Prepares and updates various reports; assists in the preparation and administration of sub-departmental activities.
• Maintains assigned sub-department employee records and licensing documentation. Processes timesheets and payroll data; maintains accurate accrual, overtime, and employee attendance records for assigned sub-department.
• Assists assigned sub-department Manager in preparation and review of recommendations for internal, City Commission, and external adoption.
• Provides administrative and payroll support for other divisions within the Department of Public Works as needed.
• Provides relevant information to the appropriate parties to assist in keeping the City of Bay City's website and social media sites up to date for assigned sub-department.
• Performs other projects and duties as required.

Qualifications

The following generally describes the knowledge and ability required to enter the job and / or be learned within a short period of time to successfully perform the assigned duties.

Education / Experience / Licensure

See full job description for more information.