Administrative Assistant Iii- Drainage

Summary Responsible for providing administrative support to the Drainage Manager and staff of the Drainage Division. Provides administrative support to other Public Works divisions, as needed Essential Functions and Other Important Duties Essential Functions: * Under general supervision of the Deputy Director of Operations, performs administrative duties involving administrative detail, discretionary decision-making, and specialized knowledge; may perform operational functions as needed. * Responsible for general reception duties, including answering telephone calls and resolving internal and external customer questions and/or concerns; escalates issues if unable to resolve as appropriate. * Provides Division administrative support; schedules meetings, arranges meetings and conferences, assists in conference registrations and travel arrangements, as needed. * Prepares and processes purchase orders, check requisition requests and completes payment of invoices; ensures contract compliance, tracks orders, monitors purchasing activities, and initiates payment processes. * Participates and assists in the administration of the department; prepares comprehensive reports, compiles requests, and recommends expenditure requests for designated accounts. * Under general direction, performs research and analysis of various technical divisional operations, including but not limited to, developing and analyzing special studies, assisting in the development of and monitoring budgets, developing lists of materials and placing orders for division projects, tracking payroll hours, and customer complaints. * Orders, monitors, and maintains office supplies. * Serves primary pointof contact for payroll-related issues. * Maintains records and routine upkeep for all departmental office equipment. * Provides information regarding departmental policies and procedures to internal and external stakeholders, as needed. * Maintains regular and punctual on-site attendance. Additional Duties: * Performs other duties as assigned Job Requirements Minimum Qualifications / Acceptable Equivalency: * High School Diploma or GED equivalent * Four (4) years of progressively responsible administrative experience involving public contact, discretionary decision-making, handling confidential matters and administrative duties. OR * Any combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job. Core Competencies: * Knowledge of business English and general office practice. * Skill in provided exceptional customer service to internal and external customers. * Skill in operating applicable software to complete work, including email, word processing, spreadsheets, and data base management. * Skill with working with Microsoft Office 365. * Skill in communicating effectively orally and in writing for the needs of the audience. * Ability to exercise discretion regarding matters of a sensitive or confidential nature. * Ability to analyze, make decisions, and execute resolutions effectively without prompting while meeting multiple deadlines. * Ability to take empowered action to solve routine problems within policy guidelines and to seek creative solutions to non-routine challenges. * Ability to maintain effective interpersonal relationships. * Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality, seamless customer service. * Ability to comprehend and make judgments from written material. * Ability to sort, separate, arrange, file or mail documents in a prescribed manner. Preferences: * Bilingual fluency (English/Spanish) preferred in some settings. * Prior knowledge of public works and utility construction projects in public right-of-way experience. * Prior experience tracking job cost, cost estimates, multiple crews -materials, labor, equipment paperwork. * Prior software experience with: JD Edwards, Cartegraph, Arc View, Arc Map. * Associate's degree or at a credited university or technical school in related field. * Three years' experience working with finance, accounting, or bookkeeping. * Prior experience in construction, equipment, municipal utility. * Ability to read construction plans. Conditions of Employment: * Must have a valid Class "C" Driver's License prior to employment (must obtain Texas Class "C" driver's license within 90 days of hire per state law) * Must pass a drug test, criminal history background check, and social security number verification check. * Must be able to work overtime as needed. Environmental Factors and Conditions/Physical Requirements Physical Requirements: Overall Strength Demands: The following describes the overall strength demand of the functions performed by the incumbent during a typical workday. * Sedentary - lifting no more than 10 pounds * Light - lifting no more than 20 pounds; carry up to 10 pounds * Medium - lifting no more than 50 pounds, carry up to 25 pounds * Heavy - lifting no more than 100 pounds, carry up to 50 pounds * Very Heavy - lifting more than 100 pounds, carry more than 50 pounds Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency. Codes for "how often": Y = Yes N = No E = extensive (100-70%) M = moderate (60-30%) I = infrequent (20-10%) A = almost never (<10%)
Task Code: 1. Standing: M 2. Sitting: M 3. Walking: M 4. Lifting: A 5. Carrying: I 6. Pushing/Pulling: A 7. Overhead Work: A 8. Fine Dexterity: M 9. Kneeling: A 10. Crouching: A 11. Crawling: A 12. Bending: A 13. Twisting: M 14. Climbing: M 15. Balancing: A 16. Vision: E 17. Hearing: E 18. Talking: E 19. Video Display: E 20. Other: Machines, Tools, Equipment and Work Aids: The essential functions of this position require the daily use of a phone fax, scanner, copier and a computer. Environmental Factors: The essential functions of this position are performed in an office environment. Ability to work outdoors when measuring properties for Drainage Fees. This job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice. ADA/EOE/ADEA