Listing Summary

Position Summary
This position is responsible for coordinating administrative operations of the Power and Public Works Department.

Position Description
ESSENTIAL FUNCTIONS

• Provides administrative support to the Director and other department managers; makes training and travel arrangements for department personnel; prepares/reviews expense reports. Serves as department notary.  Maintains department files and records.
• Serves as liaison to the Finance Department; assists in preparing budgets; collects timesheets and assists with payroll processes; prepares purchase orders and transfer requests.  Invoices and receives payments.  Maintains accounts payable records for construction projects; ensures invoices are within the contract guidelines.
• Serves as liaison to the Human Resource Department; posts job openings; schedules job interviews, calls references, and coordinates with HR staff during the hiring processes.
• Provides service to customers; answer questions and provides information in-person and by telephone or email; assists customers by facilitating coordination with appropriate personnel.
• Assists in the planning, preparation, implementation, and evaluation of department or city-wide events, programs, and activities; provide on-site assistance.
• Assists in maintenance of work orders and distributes to various departments; collects and enters data to close work orders. 
• Monitors and manages department website and social media accounts.
• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

SUPERVISORY CONTROLS
The Power and Public Works Director assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES
Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties. Ability to multi-task contribute to the complexity of the position.
• The purpose of this position is to provide administrative support for the operations of the Power and Public Works Department. Successful performance contributes to the efficiency and effectiveness of those operations. 

CONTACTS

• Contacts are typically with co-workers, other county employees, vendors, elected and appointed officials, contractors, representatives of state agencies, and members of the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee frequently lifts light and occasionally heavy objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None. 

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years. 

The qualifications listed above represent the credentials necessary to perform the essential functions of this position. To be successful in this position, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.