Administrative Assistant

Town of Vernon Department: Public Works
Job Title: Administrative Assistant Bargaining Unit: Non-Union
Wage Classification: N-5A - $21.03 - $24.12 - 40 hrs/week

Position Definition: Performs office administrative, secretarial, and clerical bookkeeping work of some complexity and variety.

Supervision Received: Receives general supervision and oral or written instruction from Director of Public Works. Plans and organizes work according to established or standard office procedures. Prioritizes work within assignment.

Supervision Exercised: Provides task supervision to clerical staff.

Essential Job Functions: Provides information to the public on department and town services and programs. Provides technical or regulatory information to public and assists member of the public in completing applications or in understanding regulations. Receives citizen questions and complaints and takes the appropriate action to solve problems. Relieves supervisor of detail administrative work. May assume responsibility for coordinating the administrative details of a functional area of department responsibilities. Transmits and explains supervisor’s directions to appropriate persons, and follows up to assure compliance, completeness and conformance deadlines. Complies and coordinates data for action by supervisor. Assists in the preparation of annual budget recommendations for the department or an operating unit. Monitors department operating budget and grant programs, and keeps account records as necessary. Receives and accounts for fees, charges or other levies. Performs special assignments, studies, and routine administrative functions as required. Types reports and correspondence from shorthand notes, rough draft or long hand notes. Composes routine correspondence. Screens telephone calls or greets visitors, ascertains nature of business, and takes action or refers to appropriate staff members. Processes department purchase requisitions. Performs related work as assigned.

Other Job Functions: Establishes and maintains complex records and files as needed. Recommends to department head changes in office procedures to improve efficiency of work flow. Performs word and data processing in all areas of work assignment. Compiles information and prepares reports as required. Prepares special summaries and reports as required.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Hand-eye coordination is necessary to operate computers and various other office equipment.

The employee must often lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Must be able to remember multiple assignments given over long periods of time. Must be able to perform tasks requiring independent knowledge in addition to procedures or instructions provided.

The noise level in the work environment is usually quiet.

MINIMUM QUALIFICATIONS

Knowledge, Skills & Abilities: Knowledge of general office procedures. Working knowledge of bookkeeping and/or accounting terminology. Ability to perform complex arithmetic computations. Ability to organize and maintain complex record files and systems. Ability to acquire working knowledge of regulations and legal requirements of assigned department activities. Ability to apply principles of office administration to solve practical problems. Ability to utilize department data and word processing applications. Ability to deal effectively with town staff and the public

Experience & Training: Associates Degree in business or three years of experience in office administration or any equivalent combination of education, certifications and/or experience.

This job description is not intended to be a complete statement of all duties, functions and responsibilities which comprise this position. EOE/AA/M/F