City of Bethel Administrative Assistant - Public Works in Bethel, Alaska

Position Objectives: Provides administrative and secretarial support for the Public Works Director, to include confidential and special assignments. Duties and Responsibilities: Essential Functions: Serves as first point of contact for department visitors; assists customers in resolving issues; refers individuals or questions as appropriate; Develops and maintains customer relationships by responding to inquiries and soliciting feedback; Answers the telephone in a professional manner and routes calls appropriately; Processes correspondence, reports, and related items; Records and maintains written and electronic records of departmental data; Files all paperwork and reports; manages files in accordance with city retention schedule; Maintains knowledge of and provides information regarding departmental policies and procedures; Schedules appointments for the Public Works Director; Reviews incoming mail and drafts responses/prepares for Director s signature as needed; Drafts correspondence for the Director; Develops departmental forms, to include capture of historical data; Prepares and submits invoices for various financial accounts to department facility users; conducts follow-up activities related to the collection of invoiced payments; Assists Director with preparation for Public Works Committee meetings; prepares agendas and packets; posts meeting documents as required by law; attends meetings after normal work shift; Serves as record-keeper committee meetings; prepares meeting minutes for approval; Follows all City and Department policies and operating procedures and applicable federal and state laws. Other responsibilities: Serves as Human Resource Manager s point of contact for random and post-accident drug/alcohol screens; Delivers and collects mail and other items between City facilities as necessary; Minimum Requirements: Knowledge, Skills, and Abilities: Proficient with Microsoft Office software; Demonstrated ability to establish and maintain effective working relationships with supervisor/co-workers and the general public; Ability to spell correctly and apply basic rules of grammar; Ability to vary writing style to meet needs; Ability to comprehend, and apply office policies and procedures; Ability to comprehend and carry out verbal and written directions promptly and effectively in a professional manner; Ability to communicate clearly and concisely, orally and in writing; Certificates, Licenses, Registrations: None required. Training and Experience: Clerical experience preferred; High School Diploma, GED, or equivalent Comments: Physical Demands: The employee must be able to continuously remain in a stationary position; continuously operate a computer and other office equipment, such as ten-key machine, copier, and printer; frequently communicate both in person and on the telephone; frequently read printed reports; occasionally move throughout the office to access files, office equipment, etc; and occasionally travel to various locations off-site. Work Environment: Work frequently involves working with others in an office setting open to the public on weekdays from 8am until 5pm. The work location is in proximity to dirt, fumes, grease and noise. Reasonable Accommodations: To perform this job successfully, an individual must be able to perform each essential duty and meet physical demands satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Applicants for employment with the City of Bethel shall be afforded equal opportunity in all aspects of employment without regard to race, creed, color, religion, gender, sex, gen