Administrative Assistant - Temporary

at City of McCall in McCall, Idaho, United States

Job Description

WATER SYSTEMS ADMINISTRATIVE ASSISTANT Pay Grade: 8 Position Type: Temporary 5-Month FLSA Designation: Non-Exempt Hybrid Remote Work: Not Eligible Effective: February 2024 General Statement of Duties: Performs a variety of clerical and administrative duties in the Water Division. Classification Summary: This is a clerical and administrative support position in the Water Division of the Public Works Department. This position performs a variety of clerical duties including report processing, data entry, account reconciliation, and related office duties. The work is performed under the direct supervision of the Water Systems Manager, but some latitude is granted for the exercise of independent judgment and initiative. The principal duties of this class are performed in a general office environment. Supervision Received: Water Systems Manager Supervision Exercised: None Essential Job Functions: • Prepares reports, work orders, and other documents as assigned. • Provides administrative and clerical support to the Water Department management and staff, preparing correspondence, reports, filing, copying, and mail distribution. • Compiles data and information to prepare basic to complex documents, statistical, graphic and other reports. • Maintains files, data and other information and conducts basic research and analysis on special projects as assigned. • Be able to compile project documents in a logistic manner, keep them updated, and available for review. • Review department invoices for accuracy and coding and deliver to finance department in a timely manner for payment. • Work with all upper management to ensure that all reports are completed and turned in on time. • Make travel arrangements for training, meetings, and conferences. • Maintains office supply inventory. • Prepare purchase orders and monitor the purchase process to closure. • Performs all work duties and activities in accordance with City and Department policies, procedures, and safety practices. Peripheral Job Duties: • Performs other related duties as required. Note: The functions and duties listed are intended only as illustrations of the types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description is subject to change by the employer as the needs of the employer and requirements of the job change. Knowledge, Skills, and Abilities: Knowledge of: • Customer service practices, procedures, and objectives. • Current office practices, procedures, methods, equipment, and objectives. • Business English, spelling, and punctuation. • Methods, principles, and practices of bookkeeping and accounting. • Current applicable state and City laws, codes, and ordinances. • Methods, policies, objectives, and standard practices of project organization. • Methods for record keeping and data entry activities. • Personal computer operation and software applications for word processing, spreadsheets, database management, and standard office equipment. Ability to: • Follow written and oral instructions. • Write and record detailed information with accuracy and speed. • Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner. • Communicate effectively with the public, including under difficult, stressful, and sometimes adversarial circumstances, • Read and understand detailed written rules, regulations, procedures, and instructions. • Communicate clearly and concisely, orally and in writing. • Operate a personal computer and program applications appropriate to assigned duties (example: computerized municipality management program/Elements) • Operate standard office equipment. • Operate a motor vehicle. • Maintain confidentiality of information processed or prepared. • Conduct research and analysis of special projects, as assigned. • Accurately produce and proofread numerical and text documents. • Manage time, perform scheduling functions, meet deadlines, and set project priorities. • Review and analyze information to determine if they meet applicable standards and guidelines. • Communicate effectively, establish, and maintain working relationships with the public, community, advisory groups, other government and private agencies, other City employees, and supervisors. Acceptable Experience and Training: • High school diploma or GED equivalency is required. • Two (2) years of previous clerical or administrative experience required Or • Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the described work. Additional Position Requirement: • Must have a valid driver’s license. Essential Physical Abilities: • Must have sufficient clarity of speech and hearing to communicate in person, before groups, by telephone, and to discern verbal instructions. • Must have sufficient vision to read, comprehend, and prepare written material and instructions, view a computer screen, and supervise, and react to physical activities. • Must have sufficient manual dexterity to operate standard office equipment, access, enter, and retrieve data using a computer keyboard or calculator. • Must have sufficient mobility to work in a standard office setting and use standard office equipment, including a computer; the ability to operate a motor vehicle to visit various City sites and attend off-site meetings. • Must have sufficient personal strength, stamina, and mobility to traverse uneven terrain, including climbing ladders, stairs, and other temporary or construction access points and the ability to occasionally lift, carry, push, and pull materials and objects up to 25 pounds to perform the required job functions. Reasonable accommodations will be made for individuals on a case-by-case basis. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Employees primarily work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may also travel between locations and occasionally be exposed to loud noise levels, cold and hot temperatures, inclement weather conditions, road hazards, vibrations, mechanical and/or electrical hazards, and hazardous chemical substances and fumes. Employees may interact with upset individuals in interpreting and enforcing departmental policies and procedures. Working Conditions: Employees will work during business hours, no weekend or after-hours assignments expected. The City of McCall does not discriminate based on race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services and complies with the provisions of the Idaho Human Rights Act. The City of McCall is an Equal Employment Opportunity Employer. To view full details and how to apply, please login or create a Job Seeker account
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Job Posting: 2165489

Posted On: Feb 12, 2024

Updated On: Feb 12, 2024

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