Administrative Secretary/Contract Compliance Administrator (Refuse)

NATURE OF WORK

This is highly responsible secretarial work with administrative support duties in the operation of an office or department and additional responsibilities in monitoring of the Public Works Department contract procurement, execution, and turn over, along with purchase order procurement and balance tracking.

Work involves responsibility for performing diverse administrative, secretarial, and support activities. Work often involves public contact and effective coordination with other Town departments and outside organizations. Work requires the exercise of judgment, initiative, and discretion based on knowledge of administrative or operating policies and procedures. An incumbent performs duties with a minimum of supervision. Direction is usually required only for special assignments. Work is reviewed for achievement of desired results and adherence to policies and procedures.

ESSENTIAL JOB FUNCTIONS (The following are illustrative of the duties and responsibilities associated with this position but are not intended to be all inclusive.)

Relieves the Superintendent of Pollution Control of routine administrative and office management details by preparing standard operating reports (statistical and financial), and by undertaking limited research and data gathering tasks for administrative superior.

Receives and screens telephone calls and visitors; responds to inquiries, requests, and complaints; follows up to ensure timely response; handles routine matters and directs unusual matters to superior or appropriate authority.

Attends and records Water Pollution Control Authority meetings as required.

Assists in preparation of agendas, special reports, correspondence, newsletters and other materials; develops and coordinates publication of agendas, brochures, flyers, and related material; records and prepares minutes.

Maintains a variety of financial and budget related information.

Provides information on policies, programs, and procedures to public and others outside the agency or office.

Assists in the creation, updating and correction of billing lists.

Develops office procedures, systems, and forms; plans and lays out secretarial and filing work; may on occasion direct the work of other office support personnel, either on a project-by-project basis or permanently.

Develops specialized computer-based applications to automate office functions, using spreadsheet and/or database management programs; enters data into computer, and generates reports.

Monitors refuse collection and disposal, and recycling programs.

Organizes and maintains responsibility of the billing and collection of additional departmental services such as additional refuse containers and commercial trash haulers permits.

Receives cash and check payments; processes daily deposits and posts receipts in the general ledger.

Types correspondence, purchase orders, reports, minutes, agendas, and bid specifications; with only minimal direction, composes and types standard or routine letters, memos, and notices for signature of supervisor.

Prepares formal legal notices and correspondence; records legal documents, as may be appropriate, and gathers official signatures necessary for certifications or other official records.

Maintains office and/or departmental personnel records (overtime, vacation time, sick time, etc.); prepares payroll for processing to Finance Department.

Receives and investigates complaints of solid waste or recycling violations. Conducts on-site inspections of properties throughout Town to resolve contract or compliance issues and collection data for the refuse and recycling program evaluation.

Schedules inspections, appointments, and meetings, resolving conflicts when they arise.

Attends Department of Public Works meetings and conferences as required.

Orders supplies and process invoices for payment.

Operates a variety of office equipment, and may train other office support personnel in their proper use and care.

Promotes and maintains responsive community relations. This includes social media page maintenance, generation of content, town web page updates etc.

In the absence of another Administrative Secretary, may be required to provide administrative support, attend night meetings and prepare minutes for Boards/Commission Meetings.

Performs other related duties as assigned.