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Reviewed Date: October 27, 2016
Secretary, Public Works, Maintenance
Job description for the position of Secretary, Public Works, Maintenance.
Knowledgebase-Secretary, Public Works, MaintenanceJOB TITLE: Secretary, Public Works, Maintenance DEPARTMENT: Public WorksREPORTS TO: Superintendent, MaintenancePRINCIPAL PURPOSE OF JOB: Maintain division's office clerical details and provide administrative support services. Services include taking, referring, and handling incoming messages from telephone, fax, and radio; setting up and managing manual and computer files; preparing and/or typing reports, records, and correspondence; monitoring the process of expenditures; and doing other projects and duties as assigned. LEVEL OF AUTHORITY:Performs duties with moderate supervision following established procedures and deadlines.Has limited latitude to make decisions about priorities for both routine schedules and response to non-routine and emergency situations. Responsibility for judgment, thoroughness, and competence is most important due to potential disruption of division operations, monetary loss, or adverse public relations. WORK ENVIRONMENT:Work is performed in an office setting with the requirement to drive a car on one scheduled and other unscheduled trips daily. ESSENTIAL JOB FUNCTIONS Greet visitors and take incoming phone, fax, and radio messages, and promptly take care of a request or relay the message to the appropriate person. Review incoming mail, refer to appropriate person, and answer routine correspondence at the direction of the Superintendent. As directed, schedule regular and non-routine work, and organize workload to ensure regular deadlines are met and emergencies are handled promptly and effectively. Provide secretarial and support services to the Division Superintendent and Supervisors. For a large volume of purchases of varying complexity: receive requisitions for the purchase of supplies and equipment; maintain records and files of expenditures; prepare purchase orders; get approval signatures; verify invoices; order supplies and equipment; check in deliveries; and do all necessary calculations. Perform regular tasks, including: prepare timesheets;distribute performance review packets to supervisors; prepare billings for reimbursable services; and maintain fuel card system. Type or otherwise prepare a variety of correspondence, bid documents, contracts, forms, and reports. Establish and maintain filing systems. Conduct or assist with special computer or manual projects in support of the Division. Collect and organize data for projections and preparation of Division budget at the direction of the Superintendent. Maintain excellent public relations through communications with public and other departments and agencies. Respond courteously to inquiries, provide information within scope of responsibility, and refer calls as appropriate to other parties. Develop and adapt office systems, procedures, and improved work methods. Operate and interact as a team member within the Maintenance Division to provide office support services. Make daily mail run to City Hall. ADDITIONAL JOB FUNCTIONS May perform portions of the work of higher classified positions occasionally, as assigned. May perform duties of similar complexity in any City department as required or assigned. QUALIFICATIONS Technical Must type 60 wpm with accuracy in a setting with many interruptions, and transcribe from a Dictaphone, hand-written drafts, or verbal instructions. Must be able to operate a personal computer and use various software programs for word processing, database, and spreadsheets. Must have a sound knowledge and ability in English business correspondence, and an ability to proofread the work of self and others with high degree of accuracy. Must have broad knowledge of general office skills and equipment as evidenced by a combination of course work andincreasingly responsible secretarial experience in a comparable fast-paced environment with many interruptions. Desirable to have experience in local government and/or in a field comparable to Public Works. Must be able to quickly acquire knowledge of the Division's purpose, functions, and procedures and applicable City procedures and practices. Must be able to do basic accounting and mathematical computations with a high degree of accuracy using 10-key calculator. Must be familiar with standard office equipment and able to learn quickly the models in the Division. Must have valid Washington State driver's license. Physical Capabilities Ability to sit at work station for extended periods. Ability to stand, walk, and drive as needed throughout day. Occasional ability to lift, carry, and put away parcels weighing up to 20 pounds. Ability to monitor several audible communications devices, such as telephone, fax, and radio, throughout day while performing other duties. Other Capabilities Ability to handle multiple interruptions and adjustments to priorities throughout day. Ability to communicate effectively with diverse and sometimes irate individuals and to handle calmly and efficiently situations ranging from routine to emergency. Excellent memory and organizational ability, in order to deal with multiple responsibilities and meet deadlines. Use of Tools and Equipment Standard office equipment including personal computer, typewriter, multi-line phone system, two-way radio, fax machine, copier, 10-key calculator, and Dictaphone. OTHER As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement.The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the work load. Following an offer of employment, and prior to starting work, individuals must have a pre-employment physical examination by a physician designated by the City of Anacortes. The examination will be paid for by the City. Satisfactory clearance to perform essential job functions will be required for employment.