Administrative Assistant - Public Works
Full Job Description
Purpose of Position
The purpose of this position is to perform a variety of assigned administrative, clerical and secretarial tasks for the Public Works and Utilities Departments. This position is located at the Public Works Garage and reports directly to both the Public Works Superintendent and the Utilities Superintendent.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Provides DPW billing information to Account Clerk for data entry in accounts receivable system for culverts, underdrains and other general billing as needed.
Processes follow-ups and correspondence from Public Works and Safety Committee as necessary.
Advise Clerk-Treasurer's personnel of payments for account receivable and other appropriate accounts, as necessary.
Processes invoices and codes bills for accounts payable, check budget line items to assure funds are available and submits for Council approval.
Assists in developing and preparing sewer and water utility budgets. Researches revenues and costs (operating & capital).
Assists in developing and preparing Public Works Budget (operating & capital).
Schedules and manages appointments for meter change out and installations.
Prepare reports for Journal entries for DPW and Utilities Departments.
Responds to citizen concerns and questions.
Composes correspondence, memos for signature. Types a variety of correspondence, reports, memos, forms, etc. from written and oral instruction.
Receives, screens and routes telephone calls. Provides information to callers or refers to appropriate person or agency. Takes and relays messages.
Maintains appointment calendar for Public Works Superintendent and Utilities Superintendent.
Processes bills for payment. Codes invoices, matches bills with materials received and reviews for billing errors.
Compiles data for recycling grant application and payment request.
Assists with policy and ordinance development.
Delivers out-going mail and picks up in-coming mail from City Hall.
Orders employee coveralls, shoes and safety glasses. Orders, office supplies, and machinery/equipment maintenance and replacement parts as requested.
Attends staff meetings.
Additional Tasks and Responsibilities
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.
Responds to customer inquiries.
Maintains files. Photocopies documents.
Set up and monitor all city vehicles and employees for access to fueling station and manages GasBoy System.
Works on special projects as assigned.
Assists in Work Director management or other asset management/work order programs.
Supply information for updating City website including the posting of notices.
Assists Public Work & Development Director as needed.
Other administrative duties as assigned.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent, vocational/technical training in bookkeeping, accounting and computer spreadsheets, minimum three years accounting/bookkeeping experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
Physical and Mental Abilities Required to Perform Essential Job Functions
Language Ability and Interpersonal Communication
Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards. Ability to compare, count, differentiates, measure, assemble, copy and record data and information. Ability to classify, compute and tabulate data.
Ability to advise and provide interpretation to others how to apply policies, procedures and standards to specific situations.
Ability to utilize a wide variety of descriptive data and information, such as billing statements, ledger, meeting minutes, vouchers, invoices, lists, schedules, spreadsheets, computer software operating manuals, letters of credit, non-routine correspondence, drafts of letters and regulations.
Ability to communicate orally and in writing with customers, bank personnel and City personnel.
Ability to establish and maintain effective working relationships with City employees, elected officials and the general public required.
Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals.
Knowledge, Skills, Judgment and Situational Reasoning Ability
Ability to use functional reasoning in performing semi-routine functions involving standardized work with some choice of action.
Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable criteria.
Ability to meet deadlines and prioritize work on a daily basis with minimal supervision required.
Ability to maintain a high level of accuracy and detail while working under time constraints.
Ability to use a computer and computer programs including, but not limited to, accounting software packages and Microsoft Office Products.
Possess complete personal and professional integrity, honesty and sense of professional ethics.
Ability to maintain confidentiality.
Demonstrates record of good attendance.
Ability to operate a variety of office equipment including computer terminal, computer printers, check printers, typewriter, telephone, fax machine, calculator/adding machine and photocopier.
Ability to coordinate eyes, hands, feet and limbs in performing semi-skilled movements such as data entry.
Ability to exert light physical effort in sedentary to light work, typically involving lifting, carrying and pushing.
Ability to sustain prolonged visual concentration.
Ability to recognize and identify individual characteristics of sounds and shapes associated with job-related tasks, objects and materials.
Ability to work under safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard uses poses a risk of injury.
The City of Muskego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Job Type: Full-time
Pay: $21.22 - $24.19 per hour
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
- 8 hour shift
- Day shift
- Monday to Friday
- Weekend availability
Ability to commute/relocate:
- Muskego, WI 53150: Reliably commute or planning to relocate before starting work (Required)
- Accounting/Bookeeping: 3 years (Required)
Work Location: One location