ADMINISTRATIVE ASSISTANT II (WATER) - Full-time

About the Department

Under the supervision of the Water Utilities Superintendent, performs various routine and complex clerical and administrative work and assists in administering the department’s standard operating policies and procedures.  Supports the team effort to accomplish the mission of the department.

Position Duties

ESSENTIAL JOB FUNCTIONS:  

• Completes department payroll and maintains departmental records.
• Performs routine to complex clerical work in preparing purchase orders and monitoring invoices for payment, and completing paperwork and forms.
• Answers incoming calls and routes callers or provides information, as required.
• Operates radios needed and assists in radiocommunications; operates the base radio as required.
• Maybe charged with coordinating special department projects.
• Distributes incoming mail and processes outgoing mail.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other materials requiring judgment to ensure content, accuracy, and completeness.
• Process department-related permits using the City’s permitting software.
• Inputs data to work order and asset management software; compiles data for various reports.
• Coordinates water hauling permits, purchase agreements, and yearly registration.
• Initiates legislation requests.
• Establishes and maintains electronic and hardcopy filing systems and indexes using independent judgment.
• Maintains inventories and orders office and custodial supplies.
• Schedules department head and vendor appointments.
• Complies with record retention requirements for the specific department.
• Performs assigned tasks with a high level of accuracy and sharp attention to detail.
• Communicates verbally and in writing to answer inquiries and provide information.
• Coordinates the flow of information both internally and externally.
• Manages administrative responsibilities independently with general direction, ensuring the applicable City ordinances, governing laws, and generally accepted procedures and practices are followed.
• Plans and performs complex administrative office coordination to ensure smooth, timely, and efficient office operations of the department.
• Meet all job safety requirements and standards that pertain to the essential functions of the position.
• Demonstrate regular and predictable attendance.

NON-ESSENTIAL JOB FUNCTIONS:

• Performs other related duties and responsibilities as assigned.

TOOLS AND EQUIPMENT USED: Multi-line telephone and voice messaging system; personal computer including word processing, spreadsheet, email, calendar, internet applications, and work order and asset management software; printer, copier, scanner, fax, and calculator. Minimum Qualifications

Graduation from a high school or GED equivalent program with specialized course work in general office practices in typing, filing, accounting, and bookkeeping, and at least two (2) years of related experience in an office setting; or any equivalent combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position.

• Knowledge: Modern and legal office practices and procedures; computer, including word processing and spreadsheet software.
• Skills: Performs clerical work with speed and accuracy; operates the tools and equipment listed below.
• Abilities: Effectively meet and deal with the public; handle stressful situations; communicate effectively verbally and in writing; maintain confidentiality; work effectively in a team environment; understand and follow complex oral and written directions; make decisions and be flexible and reliable; and establish and maintain effective working relationships with internal and external contacts.

LICENSURE OR CERTIFICATION REQUIRED:  Must possess a valid State of Ohio driver’s license and the ability to maintain continuing eligibility under the City’s driver eligibility standards.

SPECIAL REQUIREMENTS:  Must be a non-smoker and non-tobacco/nicotine user, including but not limited to cigarettes, cigars, pipes, snuff, etc., and refrain from using all tobacco/nicotine products for the duration of employment with the City.

SUPERVISION EXERCISED:  None

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

While performing the duties of this job, the employee is regularly required to sit, stand, and walk; use hands to finger, handle, or feel; and talk or hear.   The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

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

The noise level in the work environment is usually quiet.Other Qualifications

Submit your application, resume, and cover letter online at:    
Be sure to include relevant experience and qualifications that align with the job description.

EEO/ADA