Administrative Assistant III

Independently performs skilled duties to complete assignments in accordance with specific procedures, policies, and practices under periodic work direction of supervisor. Assignments are broad in scope and require the use of independent judgment and initiative in resolving administrative issues and making decisions. Incumbents provide highly responsible administrative support to the Assistant Director of Operations and assist with coordinating the activities and operations of the Public Works Department.

Essential Duties and Responsibilities include the following. Other duties may be assigned. Performs all duties of Administrative Aide II, plus:

• Performs a variety of administrative duties including checking and responding to email and mail; responds to issues and inquiries from contractors, staff, and citizens.
• Answers and screens telephone calls and visitors using sound judgment in making referrals to appropriate sources of information; directs complex, technical questions or unusual requests to appropriate staff members.
• Creates and submits Operations Department weekly and monthly reports to management and Council.
• Assumes responsibility for office and other supply ordering and inventory control for the Public Works Department.
• Monitors work and project flow schedules for assigned personnel. Assists in reassigning staff as needed to accomplish specialized projects or handle emergencies.
• Manages PW inspection schedule.
• Coordinates staff training.
• Communicates details regarding purchases that require insurance to the appropriate Department.
• Creates, updates, and maintains fleet maintenance and inventory data using asset management software.
• Manages utility work orders within asset management software. Assigns appropriate staff for work order completion and verify work order detail accuracy.
• Manages and monitors trash routing software and researches video footage to investigate customer concerns.
• Responsible for issuing water meter yokes and other metering equipment, monitoring inventory, and maintaining new metering account database records.
• Coordinates with Finance to ensure extraction meter permit requirements are met. Maintains meter read records and reports billing details to Finance.
• Responsible for verifying plumbing inspection records and scheduling of new build meter installations.
• Responsible for ensuring accurate account water metering data within the Advanced Metering Infrastructure (AMI) platform and identifying and reporting system failures to technical support and/or management staff.
• Manages efforts to improve operations, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Manages all diesel fuel for Town vehicles and equipment, including bulk fuel ordering, Fuelmaster system entry, and equipment ID assignment.
• Manages tags and titles for new vehicles and equipment.
• Submits staff CDL renewals to MVA.
• Obtains emergency tickets (Miss Utility) for locates, and acts as backup for coordinating locate activities in the absence of assigned PW staff.
• Utilizes GIS map to identify streetlight asset IDs, upon request, and communicates outage details to SMECO.
• Manages Special Pick-up schedules and routes. Reports monthly billing details to Finance.
• Ability to work independently and prioritize work.

Qualifications

To perform this job satisfactorily, 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 essential functions.

Education, Certification, and/or Experience

Possession of a High School diploma or GED. Associate degree preferred. Work experience in local government, and customer service. Minimum of two years administrative experience.

Familiarity with equipment and software used in the department. Excellent communication skills, both oral and written. Ability to work well with coworkers and individuals outside the organization. Ability to understand, interpret, converse, and accurately advance inquiries across varied governmental services. Knowledge of office practices and procedures; office machine operation; computational and mathematical accuracy; English grammar including usage and composition; professional telephone, email, and in-person etiquette.

Ability to make sound decisions in a manner consistent with the essential job functions.

Technical Qualifications

Ability to use a variety of tools and equipment including but not limited to, multi-line telephone, calculator, copy machine, a variety of general office equipment, computers and peripheral equipment.

Knowledge of computational and mathematical accuracy.

Knowledge of various computer software, including Microsoft Office products, database management and GIS maps. Proficiency in Excel and PowerPoint required.

Language Skills

Ability to communicate effectively, both verbally and in writing, with residents, property owners, government officials, the general public, fellow employees, and Town officials. Must be able to listen to and interpret problems, direct inquiries to appropriate staff or resources, exercise tact and diplomacy, and make clear written and oral reports and recommendations. Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence.

Ability to maintain a very professional atmosphere in customer service with officials, co-workers, and members of the general public in routine or emergency situations.

Requires knowledge of municipal practices, procedures, and goals. Skilled at handling multiple projects and short deadlines with adherence to regulations and procedures.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee is frequently required to sit and use hands to finger, handle or feel objects or controls. The employee is occasionally required to stand; walk; reach with hands and arms; balance; and stoop, kneel or crouch. The employee must occasionally lift and/or move up to or in excess of twenty (20) pounds. Must have visual acuity to work independently and consistently. Rarely required to work unusual hours.

Environmental Conditions

The worker is subject to indoor environmental conditions. There is protection from weather conditions but not necessarily from temperature changes. Noise level conducive to office setting; lighting conducive to office setting.