Administrative Assistant - Public Works

The primary function of an employee in this class is to perform routine administrative functions, provide support for the Public Works department, and provide customer service and frontline support to the public, visitors, and other interested parties.   This position also provides back-up and fill-in coverage for the front-line staff and works closely with this team.

** INFORMATION REGARDING COMPENSATION **
The full salary range for the position is as listed -- $20.11/hr. - $27.79/hr.
The general hiring range for the role is $20.11/hr. - $23.13/hr.

The City reserves the right to hire above the noted hiring range, but within the full salary range, in the event that a candidate's experience, skillset and qualifications significantly exceed the requirements of the position.This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:

• Receive and answer daily incoming calls from residential and business customers requesting information and service orders for engineering, streets, water and wastewater with the expectation to back up and support other city services.
• Generate and distribute work orders requested by customers and for a variety of public works functions.
• Create and maintain a variety of logs and other records including fire hydrant permitting, backflow prevention program and meter replacement.
• Interpret, explain, and apply City rules, regulations, ordinances, practices, and fees.
• Provide internal and external customer service and support; respond to inquiries, complaints, and requests for information; perform basic research and gather required information and/or refer customers to appropriate staff for more complex requests; and process utility locate requests.
• Process transactions including purchase order entry and invoice processing; resource requests; fees/payment processing; account reconciliations; and applications processing.
• Process billing for new water and sewer connections, water meters and contractor licensing.
• Track utility worker licensing and coordinate travel and training arrangements for Public Works department.
• Prepare, issue and/or distribute correspondence, notices, permits, licenses, forms, documents, inventories, reports and/or other records.
• Perform a variety of general office support functions, including typing, record keeping, and proofreading.
• Regularly search and enter data into the Geographic Information System (GIS).
• Receive and respond to requests for City records and documents; convert hardcopy records into digital formats; index digital records into an electronic records system; maintain electronic and hardcopy files; file and retrieve record copies as necessary.
• Monitors and coordinates responses to citizen requests.
• Provides back-up and fill-in coverage for the front-line staff.
• Perform other related duties as required.

 
Other Duties and Responsibilities

• Provides support and back-up coverage for other frontline administrative roles.
• May clerk public meetings for the Public Works department, including operating audio/video and electronic meeting platforms, and drafting meeting minutes.
• Attends training classes and workshops.
• Performs other related duties as assigned.

Knowledge of: 

• Municipal government organization, duties, and responsibilities.
• Administrative and clerical procedures and systems such as word processing, managing files and records, meeting transcription, designing forms, and other office procedures and terminology.
• Modern office practices and equipment.
• Public and community relations methods, procedures, and objectives.
• Customer service policies and techniques.
• Planning and organizational skills.
• Effective record keeping, documentation, and reporting methods.
• Computer and software applications for spreadsheets, word processing and web-based programs.

 
Skills:

• Active Listening – Giving full attention to what other people are saying, understanding verbal and non-verbal messages, taking time to understand the points being made and asking questions as appropriate.
• Speaking – Talking to others to convey information effectively. 
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents. 
• Writing – Communicating effectively in writing as appropriate for the needs of the audience. 
• Service Orientation – Actively looking for ways to help people.
• Time Management – Managing one's own time and the time of others. 
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. 
• Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one. 

 
Abilities: 

• Be a team player, with the overall goal of best serving the Citizens of Sandpoint and maximizing taxpayer resources.
• Organize, schedule, administer, and coordinate a variety of needs and tasks. 
• Prepare and deliver oral and written reports.
• Demonstrate effective customer service and interpersonal skills.
• Read, write, speak and comprehend the English language.
• Follow written and oral instructions.
• Evaluate and analyze customer needs to provide exceptional customer service.
• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
• Prepare and maintain records, documents, financial accounts, and related reports.  
• Operate standard office equipment and a personal computer including program applications appropriate to assigned duties.
• Establish and maintain effective working relationships with co-workers, other City employees, supervisors and managers, other city departments and divisions, city council, vendors, the general public, and other interested and affected parties.
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
• Perform time management, organizational, and scheduling functions, meet deadlines, and set task priorities.
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner.
• Use logical and creative thought processes to develop reasonable solutions according to written specifications and/or oral instructions.
• Work independently, with minimal supervision, and make appropriate decisions in the absence of a supervisor.
• Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions.
• Demonstrate patience, integrity, ingenuity, and inventiveness in the performance of assigned tasks.

 
Physical Demands:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on a telephone.
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare reports, spreadsheets, and other materials required.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related software.
• Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to operate and provide routine maintenance on office equipment.
• Related job tasks may require, with or without reasonable accommodation, lifting or moving up to lifting 25 pounds occasionally, and stooping, bending, crouching, and reaching.

 
Working Conditions:

• Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt, and dust.
• The incumbent’s typical working conditions are moderately quiet with little exposure to excessive noise.
• May be required to work some evenings.

Education and Experience:

• Associate’s Degree (preferred);
• High school diploma or equivalent (required); and
• Two (2) years’ administrative support experience, preferably in a municipal government agency.
• An equivalent combination of education, training and experience which provides the knowledge and abilities necessary to perform the work of an Administrative Assistant may also be qualifying.
• Proficient with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

 
Licenses and Certifications:

• Valid driver’s license

 
 
This class specification should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

Salary : $20 - $28