Public Works Administrative Secretary Iii

GENERAL PURPOSE Performs a variety of full performance, routine administrative and complex clerical duties as needed to expedite the delivery public works programs and services. Follows established processes and procedures. ESSENTIAL FUNCTIONS Promotes and follows the City's mission statement, values and expectations. Performs a full range of secretarial duties as needed to provide clerical support to department and division heads; acts as receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; responds to general questions from the media; takes dictation and transcribes material into documents, letters, reports, memos, or other general correspondence; composes routine letters and informative notices; maintains various program and activity files, records and documents; prepares meeting agenda and takes minutes; schedules appointments for executive staff. Receives calls and complaints from the public and property owners; prepares work orders for water and street department, such as water leaks, broken mains, sewer problems, low pressure, plugged meters, street signs, plugged storm drains, chuck holes, snow removal, etc. Monitors and processes all surety bonds upon receiving final building inspection; types inspection reports for public works inspector; distributes copies of reports to appropriate individuals and offices. Prints and prepares water meter books; receives meter readings and enters readings into computer; monitors reading records for changes and inconsistencies; enters changes; enters plug meter readings; monitors telemetering graphs to assure proper water levels; prepares various department charts showing current status of wells and reservoirs; maintains water sampling results and distributes record of results to appropriate entity. Monitors "Blue Stake" reports; makes preliminary determinations regarding emergency status and apprises department supervisors; follows established procedures in the event of emergency and maintains incident documentation; follows up on activities to assure completion. Reviews employee time cards and submits to personnel for processing; maintains record of starting and quitting dates for part‑time personnel; monitors employee leave accrual and use to assure accurate leave accounting; prepares and distributes time cards monthly. Monitors accounts payable and prepared invoices; mails invoices to contractors and citizens for excess water usage (fire hydrant use, filling swimming pools, damaged city signs, etc.). Collects data from various departmental divisions and programs; organizes information into reports and various informative documents; maintains records and report files; maintains schedules and check lists; performs general bookkeeping; maintains office inventory, orders supplies. Performs related duties as required. MINIMUM QUALIFICATIONS Graduation from high school with course background in secretarial science, general office practice and procedures; plus one (1) year of specialized training related to above duties; AND Three (3) years of responsible experience performing above or related duties; OR An equivalent combination of education and experience. Job Posted by ApplicantPro