Job Posting for Administrative Assistant at City of Crystal, MN

Description

To provide administrative support for the Public Works Department and at the front counter to provide customer service and receptionist work for City offices. Also provides general office support for other departments as assigned.

Examples of Duties

Serves as the first point of contact for the public works department answering and routing phone calls and emails to the general public works account to appropriate staff for follow up.
Provides general office support and customer service for all functions within public works, administration, community development and finance and other areas as needed.
Responsible for data retention and records management for the public works department, including preparing documents for storage and retrieval, scanning, filing, ensuring proper adherence to document retention policies, and following MN Data Practices Act to respond to requests for information.
Assists with the council agendas and packets.
Assists with switchboard duties and general office duties such as filing, copying, collating and scanning.
Schedules building inspections for multiple inspectors.
Processes right of way, sewer/water, building, plumbing, mechanical, and electrical permits following office procedures.
Assists with election activities, including but not limited to the setup of polling locations, issuing ballots and assisting voters with absentee/early voting.
Reviews and prepares routine project correspondence, mass mailings, and other communications for the public works staff.
Supports the enforcement process for tree, landscape, and other engineering code violations, complaints, removal, assessments, citations, and invoices. Includes management of contractual services for violation correction.
Responsible for working with the Arbor Day Foundation for annual Tree City USA recertification.
Assists with posting projects for bid to QuestCDN and preparing the public notices for local news.
Supports public works staff during project bid openings.
Supports engineering staff with surveying and other in-field operations as needed.
Assists in setting up public meetings and public notification processes.
Responsible for listing various equipment to the MinnBid website for sale.
Assists with various annual reporting for public works technical equipment, annual inspections, and other reports as needed.
Assists with generating solar panel readings and uploading them for public viewing.
Responsible for monitoring the GasBoy fuel system, including generating monthly reports, following up on all the gas fobs in the city, issuing new gas fobs for new employees, and troubleshooting the system.
Responsible for maintaining the accounts payable inbox and email inbox. Scans invoices or email invoices to the Tungsten system. Validates invoices by ensuring that the dollar amounts, remittance addresses, and dates are all correct. Routes invoices to the correct staff member and reroutes, if necessary.
Assists with editing invoices. Works closely with the accountant to assist with other tasks, if necessary.
Responsible for training and assisting department staff with the Tungsten invoicing system.
Updates and maintains repair list and customer accounts. Contacts property owners, schedules appointments, and follows up on water meter checks and repairs, leak checks, radio removals, and requests for shut off.
Responsible for maintaining meter replacement and repair history, contacting residents regarding meters in need of maintenance, following up with residents moving forward, and working closely with the Utilities department to ensure a prompt repair. Updates and maintains repair list and customer accounts.
Imports/exports routes and meter readings to/from Sensus Meter Data Manager (MDM) system. Generates lists of malfunctioning meter devices to give to the Utilities staff to repair.
Follows up on questionable meter readings and shut-offs with meter reader.
Works nights and weekends as required.
Processes payments for related job responsibilities.

Performs various other duties as assigned.

Typical Qualifications

Minimum Requirements

High school degree or equivalent.
Must be able to type 40 words per minute.
Two years experience in office, secretarial and clerical work.
Two years experience in working with Microsoft software Word, Excel and Outlook.
Three years experience in providing customer service or a related position.
Valid Minnesota Class D Drivers License

Desirable Training and Experience

Three years or more experience in administrative support.
Associates degree or business school graduate.
Three years or more experience with Microsoft Word and Excel in a Windows environment.
Working knowledge of LOGIS applications (assessments, certifications, permits, licensing, inspections, scheduling and utility billing).
Experience with database management.
Basic understanding of municipal government and prior office experience in municipal planning, engineering, public works or building inspections.
Basic contracting and contractor communications experience.

Knowledge, Skills and Abilities

Technical Knowledge: Must have sound working knowledge of computers and the ability to use the computer for word processing, spreadsheets, database packages and other various computer packages as assigned.

Communications: Must have the ability to actively listen to others for understanding of
their needs and situations. Ability to read, speak, and write English clearly. Ability to read and understand instructions and directives. Must have the ability to record names, facts, numbers, and information accurately. Must be able to effectively represent the organization, department, and its operation to the public. Competency in verbal and written communications.

Decision Making: Must act in a decisive manner, using good judgment. Must be able to assess problems and situations, anticipate needs, and evaluate alternatives.

Interpersonal Relationships: Must be consistent in dealing with people. Must be sensitive to others' problems and concerns without direct involvement. Must exclude personal biases from work performance. Must have the ability to accept criticism and/or discipline. Must have tact and diplomacy. Must strive to promote a cooperative atmosphere in the and work as a team member in the department and organization. Must be willing to assist others and share information as needed.

Professional Attitude: Must have commitment to the organization. Willingness to take initiative and show dependability. Must exhibit maturity in relationships with others. Must exhibit a willingness to be trained in functions of the job. Must represent the organization to other agencies, staff, and citizens with a courteous, helpful, accurate and
business-like attitude in all telephone and personal contact.

Quality of Work: Must be able to produce quality, accurate work as set forth in job standards/expectations. Must be able to detect and correct errors. Must be able to work independently and utilize work time properly and productively and handle multiple tasks confidently and with minimum error. Must be able to creatively adjust time use and structure to accommodate a changing workload or deadline. Ability to provide customers with accurate and timely information and telephone service.

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Salary.com Estimation for Administrative Assistant in Crystal, MN

$50,779 to $63,635

Administrative Assistant

Job Posting for Administrative Assistant at City of Crystal, MN

Description

Examples of Duties

Typical Qualifications

Knowledge, Skills and Abilities

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