Public Works Receptionist

Department: Public Works

Division: Admin

Wage-Annual: $37,089 - $49,452

General Purpose:

Performs a variety of routine and complex clerical duties as needed to expedite the Public Works services. Follows established processes and procedures.

Supervision Received:

Works under general supervision from the Public Works Director.

Supervision Exercised:

None.

Essential Functions:

Performs a full range of secretarial duties as needed to provide clerical support to department and division heads; acts as a receptionist; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; takes dictation and transcribes material into documents, letters, reports, memos, or other general correspondence; assists public.

Composes routine letters and informative notices, Project Bonding; maintains various program, activity, and service files, records, and documents; prepares meeting agenda and takes minutes; schedules appointments for meetings.

Assists division heads to gather work hours and related information needed to submit payroll; prepares time sheets; maintains other personnel records including leave accrual and use histories.

Delivers information as requested, and prepares summaries and reports.

Receives calls and complaints from the public and property owners; types reports and distributes copies of reports to appropriate individuals and offices.

Collects data from various departmental divisions and programs; organizes information into reports and various informative documents; maintains records and report files; maintains schedules and checklists; performs general bookkeeping; maintains office inventory, and orders supplies.

Operates personal computer to enter and retrieve department data, generate reports, and create spreadsheet documents.

Receives and processes purchase order requests from authorized department personnel; monitors the status of purchase orders; examines materials and packing statements to assure proper receipt of items.

Performs related duties as required.

Minimum Qualifications:

1. Education and Experience:
   1. Graduation from high school with course background in secretarial science, general office practice, and procedures; plus one (1) year of specialized training related to the above duties;
      
      AND
      
   2. Two (2) years of responsible experience performing the above or related duties;
      
      OR
   3. An equivalent combination of education and experience.
2. Knowledge, Skills, and Abilities:
   Working knowledge of modern office practices and procedures; of grammar, spelling, and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications such as MS Word, Excel, etc.; telephone etiquette, various office machines, i.e. ten-key, copy machine, fax, etc. Some knowledge of administrative procedures; legal processes associated with the maintenance of public records and documents; interpersonal communication skills, bookkeeping, and basic accounting.

Skill in taking and transcribing dictation from handwritten notes or from recording equipment; computer keyboard operations.

Ability to exercise initiative, and independent judgment and to act resourcefully under varying conditions; communicate effectively verbally and in writing; establish and maintain effective working relationships with fellow employees, and other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files.

1. Work Environment:

1. Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, not generally involving muscular strain, related to walking, standing, stooping, sitting, reaching, and lifting. Essential functions generally require communication such as talking, hearing, and seeing. Rapid work speed is required to perform keyboard operations. Common eye, hand, finger, leg, and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking, and some creative problem-solving.

Benefits:

Washington City provides full-time employees with an excellent benefits package including a healthcare plan (no out-of-pocket expense for employee/dependent coverage), a dental plan (no out-of-pocket expense for employee, out-of-pocket expense for dependents only), and a vision plan (no out of pocket expense for employee/dependent coverage). In addition, the City provides a $50,000 life insurance policy, AD&D, LTD, and an impressive retirement plan. Washington City also contributes 4.5% to a 401(K) plans for all eligible employees that are in the public employee fund. All benefits are effective on the day of work. The City also provides 12 paid holidays, 12 paid sick days per year plus vacation accruals.

It is the policy of Washington City to comply with Equal Employment Opportunity standards in all phases of personnel administration: job structuring, recruitment, examination, selection, appointment, placement, training, upward mobility, discipline, discharge, etc, without unlawful regard to race, color, religion, sex, age, physical or mental disability, national origin or veteran status.