City of Astoria
  • 08-Nov-2018 to 21-Nov-2018 (PST)
  • Public Works/Engineering Admin
  • Astoria, OR, USA
  • 18.13 - 22.04
  • Hourly
  • Full Time

Full Benefits: Health, Vision, Dental, PERS, Life, LTD, AD&D, Vacation, Personal, Sick Leave & Holiday Pay


SUMMARY

This position is responsible for performing a variety of secretarial, administrative and/or technical duties in support of an office or function by performing the following duties for the Public Works Administration/Engineering Department.

  • Grant & Loan Tracking and Payment Requests
  • Operations Daily, Monthly and Annual  Reports
  • 17th Street Dock Tour Boat Scheduling & Tour Boat Billing
  • Trash Compactor Billing
  • Credit Card Log & Reconciliation
  • Petty Cash
  • Street/Sidewalk Closures and Sound Amplification Permits
  • Property Management (LTO, St Vacation, Property Sales)
  • Janitorial Scheduling & Coordination
  • Order Supplies for City Hall and Janitorial Crew
  • Elevator Contract
  • Council Agenda
  • Water & Sewer Resolutions
  • Meter Reader & Green Card Delivery Billing
  • Sign Board Scheduling
  • Watershed Carbon Credit
  • Fuel Tax Log

ESSENTIAL DUTIES AND RESPONSIBILITIES other duties as assigned...

This description covers the most significant essential and auxiliary duties performed by this position for illustration purposes, and does not include other work, which may be similar, related to, or a logical assignment for the position. The job description does NOT constitute an employment agreement between the employer and employee, and is subject to change by the employer as the organizational needs and requirements of the job change.

  1. Researches and summarizes information from various sources either into narrative or report format of own or established design including grants, specifications and public notices.
  1. Performs technical duties directly related to the function/operations of the assigned department.
  1. Uses database systems to organize data, track financials, generate statistics, track compensation systems, and a wide range of other tasks.
  1. Provides and receives information of a non-routine, unique or complex nature; composes necessary correspondence in response.

JOB DUTIES

  • Handles information of a sensitive and confidential nature.
  • Creates rough drafts or recordings a variety of memos, letters, documents and reports; edits/reviews correspondence and reports for grammar, punctuation, spelling and/or accuracy of content.
  • Answers phones, routes calls, makes appointments and takes messages; makes travel arrangements, works with public in department setting.
  • Establishes and maintains a variety of files or other records.
  • Maintains and reconciles various accounting and budget records.
  • Prepares minutes for a variety of meetings and conferences including meetings of a sensitive nature and labor negotiations.
  • Maintains personnel and work records such as timesheets, leave balances, overtime, mileage, supplies and material purchases, and daily work orders.

SUPERVISORY RESPONSIBILITIES

This position does not have any supervisory responsibilities.

QUALIFICATIONS 

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school graduation or equivalency; and at least three years of progressively responsible secretarial duties, preferably supplemented by coursework in secretarial science and in operations of assigned department; or any equivalent combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above described duties.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Understanding of basic bookkeeping principles necessary to maintain records and filing systems including alphabetical, numerical and chronological is strongly preferred.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

COMPUTER SKILLS

Job requires specialized computer skills.  Must be adept at using various applications including database, spreadsheet, report writing, project management, graphics, word processing, presentation creation/editing, communicate by e-mail and use scheduling software. 

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

This position does not require any certificates, licenses, or registrations.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment characteristics described here are representative of those 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.

The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.

While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts. The noise level in the work environment is usually moderate.

Employment will be contingent upon the successful completion of a background check.

City of Astoria
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