Employment Opportunities  >>  Public Works & Utilities

Administrative Specialist

City of Austell

Posted: Jul. 19, 2018

End Date: Aug. 17, 2018


GENERAL PURPOSE

Under the direction of the Public Works Director, Public Works Assistant Director, and Office Manager, this position is responsible for a wide variety of routine clerical and administrative duties.  Work includes providing support to division management and includes various duties involving different and unrelated processes and methods.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under the direction of the Office Manager, Public Works Director and Public Works Assistant Director, duties involve accurate record keeping, filing, and answer incoming telephone calls, greeting and assisting walk-in customers for residents, vendor, contractors, other governmental agencies and the public.

 a. Greet visitors and receives and responds to inquiries verbally and in writing; directs visitors and callers to appropriate person or department.

 b. Provides clerical and administrative support to division managers.

 c. Coordinates communication with department staff, other City departments, and other governmental agencies as directed from time to time.

 d. Organizes and maintains department files.

 e. Maintains various databases.

 f. Coordinates meetings for staff as needed.

 g. Prepare general letters, reports, and other documents as assigned.

 h. Receives sorts and distributes incoming mail.

 i. Daily use of email and other website pages. 

 j. Enters work request in to work management system and routes to appropriate division.

 k. Perform other duties as assigned.

 DESIRED MINIMUM QUALIFICATION

 Education and Experience:

  1. High school diploma or GED equivalent, plus five to seven years direct related experience
  2. Or two years of college or an Associate’s Decree and two to less than five years directly related experience
  3. Or a Bachelor’s Degree an less than two years directly related experience

 Necessary Knowledge, Skills and Abilities:

  1. Knowledge of City Code of Ordinances
  2. Knowledge of department policies and procedures
  3. Knowledge of relevant ordinances and regulations
  4. Knowledge of general office principles and practices
  5. Knowledge of basic bookkeeping
  6. Skill in customer relations
  7. Skill in operating modern office equipment
  8. Skill in computer applications for word processing, spreadsheet analysis, and presentations
  9. Skill in organizing and maintaining filing systems
  10. Skill in oral and written communications
  11. Ability to handle irate customers.
  12. Ability to handle multiple interruptions, to adjust priorities throughout the day, and to meet critical deadline.
  13. Ability to use tact and courtesy with the public as well as employees and the various City offices in all types of contacts arising during daily work activities.
  14. Ability to make minor decisions in accordance with generally practiced office procedures.
  15. Ability to compile data, interpret, and apply information appropriately
  16. Ability to understand and accurately carry out oral and written instructions
  17. Ability to lift and maneuver office equipment and supplies
  18. Ability to communicate using a telephone
  19. Ability to maintain confidentiality.

SPECIAL REQUIREMENTS

Valid Georgia driver’s license.

MATERIALS AND EQUIPMENT USED

General Office Equipment

City Vehicle (to be used during working hours as required)

PHYSICAL DEMAND

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

Work performed is mainly sedentary but may require walking, standing, stooping, carrying light items such as papers, books, small parts or driving an automobile.

WORK ENVIRONMENT

 The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.

The office environment involves every day risks of discomforts which require normal safety precautions. Use of sage work practices with office equipment, avoidance or trips and fall, observance of fire regulation and traffic signals are minimally requires. The noise level in the work environment is moderate.

SELECTION GUIDELINES

Formal applications, rating of education and experience, oral interview and reference and background check. The City of Austell is a Drug-free work place, if selected; a drug screen will be required.

The duties listed herein are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

This job description does not constitute as an employment agreement between the City of Austell and the employee and is subject to changed by the City of Austell as the needs of the City of Austell and requirements of the job change.

The City of Austell is an Equal Opportunity Employer.  Austell City Government does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services.

 

Please mail, or deliver in person, application to address below. If mailing, include a copy of your valid driver's license, social security card, and high school diploma or GED.

City of Austell - Public Works Department
5000 Austell-Powder Springs Road, Suite 105
Austell, Georgia 30106

or

E-mail to: jannette@austellga.gov