Lead Administrative Assistant - Public Works

Position Summary

GENERAL SUMMARY: Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing, and maintaining paper and electronic files, or providing information to callers. This position will train and assist other staff in administrative and software related tasks or processes. The Lead Administrative Assistant will manage clerical activities in the Public Works Department; and perform related work as required.

The ideal candidate possesses the ability to follow a management style that is input oriented and values equity, problem solving and the development of partnerships; works effectively as a member of a team; and desires to be part of an organization that values service, people, integrity, responsibility, innovation, and teamwork.

DISTINGUISHING FEATURES OF THE CLASS: Work in this class involves responsibility for the performance of administrative, secretarial, communication and clerical duties; planning, supervising, assigning, coordinating, and evaluating the work of others; providing customer service; and assisting the Administrative Team. Employees in this class are required to exercise independent judgment. Work is performed under the supervision of the Assistant Director and reviewed through conferences and results achieved.

Job Duties

• Answer telephones to direct calls or provide information or documentation.
• Discuss account status or activity with customers or patrons.
• Greet customers, patrons, or visitors.
• Enter information into databases or software programs.
• Operate computers or computerized equipment; office equipment; and communications equipment or systems.
• Collect deposits, payments or fees.
• Compile data from various resources in a uniform way
• Provide and create reports in various software for decision makers
• Utilize current software to create new processes and workflows to increase productivity and efficiency in daily operations.
• Select resources needed to accomplish tasks.
• Record personnel information; and information from meetings or other formal proceedings.
• Schedule appointments and meetings.
• Record information from meetings or other formal proceedings.
• Issue documentation or identification to customers or employees.
• Prepare documentation for contracts, purchase orders, budget transactions, or regulatory compliance; employee work schedules; informational or reference materials, research and technical reports; and business correspondence across funding activities.
• Order materials, supplies, or equipment.
• Send information, materials or documentation.
• Make travel, accommodations, or entertainment arrangements for others.
• Search files, databases or reference materials to obtain needed information.
• Proofread documents, records, or other files to ensure accuracy.
• Analyze information from various databases to provide clean data to director or supervisors as needed; and identify trends.
• Develop data capturing streamlined applications and processes
• Manage clerical or administrative activities and processes.
• Maintain current knowledge related to work activities, office procedures and equipment; records, files and digital archives; department website.
• Train personnel and assist personnel with process or software implementations
• Assist in hiring.
• Participate in the City’s intercultural competency training and program.

• Computers and Electronics - Knowledge of electronic equipment, computer hardware and software, including applications and programming.
• Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Clerical - Knowledge of modern administrative, office and clerical procedures, systems and equipment such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Active Listening - Listening to others, not interrupting, and asking good questions.
• Speaking, Speech Recognition, and Oral Comprehension – Communicating with others by speaking clearly, listening to others, and understanding what people say.
• Service Orientation - Looking for ways to help people.
• Written Expression and Comprehension – Communicating by writing things for co-workers or customers; and reading and understanding what is written.
• Coordination - Changing what is done based on other people's actions.
• Information Ordering - Ordering or arranging things.
• Time Management - Managing your time and the time of other people.

Qualifications

• Customer service experience; and
• Three (3) years of relevant administrative experience in an office environment,
• Or equivalent education and experience.

• Experience supervising in a customer service environment.
• Two (2) years of experience in processing accounts payable.
• Two (2) years of experience in processing payroll.
• Advanced course work in a related field.

Supplemental Information

RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of their place of employment as soon as practical after appointment, but within two years of their date of employment or appointment.

SUPERVISORY STATUS: Functional

FLSA STATUS: Exempt

Our Commitment to You
We are committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities. The City of Dubuque values a culture of equity, diverse perspectives, and life experiences. Our organization embraces innovation, collaboration and work-life harmony. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans, and people with disabilities are encouraged to apply.