Administrative Assistant

This is a responsible, varied and complex administrative position in the Plant Maintenance Department involving considerable administrative detail and interaction with the public. This position requires strong organizational skills and must possess a creative, positive, and team-oriented attitude. This individual must have the ability to plan, organize and perform complex tasks with minimal supervision. Direct supervision is provided by the Superintendent of Water & Sewer Facility Maintenance. This position is considered essential personnel and will be required to assist with emergency operations as necessary.

• Establishes and maintains effective working relationships with City officials, co-workers, vendors, and the general public, as well as employees of utility and other agencies whose business is related to water treatment, wastewater treatment, water quality, and water and sewer facility maintenance.
• Performs varied and complex work including administrative, secretarial, clerical and office coordination duties, including but not limited to: general office duties, prepares and maintains files, and other records relating to personnel, budget, permits, contracts, reports, emergency vendor contacts, equipment database, and other departmental and division records.
• Maintains, supports, and troubleshoots asset management software (Innoprise, Hansen, Cartegraph, & Etc.) which includes employee login credentials, preventive maintenance schedules and records of preventive maintenance performed.
• Provides payroll entry backup assistance.
• Answers telephone and/or communicates information to vendors, other departments, and the general public. Must communicate in a courteous and effective manner.
• Schedules appointments, maintains calendars, sets up meetings for department head as needed. Arranges travel schedule and reservations.
• Greets visitors, ascertains nature of business, and directs visitors to appropriate personnel.
• Creates and distributes press release information for Neighborhood Notifications and other emergencies / work to be completed by Public Works Operations.
• Compiles and prepares special reports and department reference information and keeps changes up to date.
• Participates in special projects as requested and/or assigned, which may include research, use of computers, training scheduling, photography for DPW training and functions, web page information, etc.
• Works with the public and other departments in a fast-paced environment and handling a variety of tasks with conflicting priorities.
• Works independently with a minimal amount of supervision.
• Performs other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EDUCATION AND/OR EXPERIENCE:

• High school diploma or a General Education Degree (GED).
• Two (2) years of administrative and/or business-related experience and/or training; or equivalent combination of education and experience.

REQUIRED CERTIFICATES AND/OR LICENSES:

• Vehicle Operator's license with satisfactory driving record that meets insurability standards of the City's insurance carrier is required. The employee must maintain the license for the duration of their employment.

REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.):

• Intermediate knowledge and ability to use a variety of computer software to prepare electronic requisitions, purchase orders, check requests, budget transfers, and job reports.
• Strong computer skills are required, including but not limited to Microsoft Office programs, Innoprise, Naviline, Hansen, Cartegraph, etc.
• Thorough knowledge of office practices and procedures including: business English, spelling, arithmetic, and electronic and paper record keeping.
• Ability to type 50 wpm.

• Proficient in asset management software programs.

CONDITIONS OF EMPLOYMENT:

• In concert with the Public Health Security and Bioterrorism Preparedness and Response Act of 2002 (Title IV, Section 401-403), verification of employment eligibility and a criminal background check will beconducted.
• Successful completion of all required City of Frederick Training.
• The City has designated this position as safety sensitive and thus subject to random urine, drug, and/orbreath alcoholtesting.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is required to frequently move about within a typical office setting. The employee is required to frequently remain in a stationary position for extended periods of time, to compile and retrieve information from computers, telephones phones, etc., to draft and write, and to handle paperwork. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include the ability to observe and inspect items directly in front or to either side of self, to assess items at a distance, to distinguish colors, depth perception, and ability to adjust focus.

WORK ENVIRONMENT/CONDITION: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent typically performs work indoors in an office setting. The incumbent occasionally works with department heads collecting and compiling information on job sites.