HomeMy WebLinkAboutWWTR Administrative Assistant Job Description 11 2015
CITY OF MONROE
JOB DESCRIPTION
ADMINISTRATIVE ASSISTANT - WWTR
Supervised By: Superintendent of Wastewater
Supervises: No supervisory responsibilities
Position Summary:
Under the supervision of the Superintendent of Wastewater, performs a number of clerical
and administrative tasks in support of departmental operations. Responds to public calls
and inquiries, types correspondence, maintains particular accounts, files and financial
functions, and serves as recording secretary for assigned boards and committees.
Essential Duties and Job Functions:
An employee in this position may be called upon to do any or all of the following essential
functions. These examples do not include all of the duties which the employee may be
expected to perform. To perform this job successfully, an individual must be able to
perform each essential function satisfactorily.
1. Responds to high volume of public inquiries by phone and at the counter, answers
questions within prescribed guidelines or refers to appropriate parties.
2. Word processes letters, forms, correspondence or other documentation. Maintains
office inventories.
3. Maintains ledgers for particular accounts and activities, and processes purchase
orders for the Department, reconciling receipts to invoices. Reconciles credit card
charges for the department.
4. Processes payroll for the Department and maintains payroll records including current
status of off-time accruals. Maintains personnel files.
5. Maintains various files pertaining to administration and wastewater treatment
processes, employee training and certification, medical evaluations and other
administrative documentation. Upgrades the file system in accordance with
operating needs and prescribed procedures.
6. Schedules meetings and prepares agendas for assigned Boards or activities. Serves
as recording secretary, typing minutes, and providing other clerical support.
Administrative Assistant – WWTR Page 2
7. Communicates with other Department employees, relaying information concerning
sewage and service needs. Monitors the pump station alarm system.
8. Communicates with employees throughout the day to relay information and provide
updates to work orders. Inputs all work orders into the software and generates a
report as needed.
9. Completes special assignments requiring research, coordination, and compilation of
data and regulations, policies and best practices. Attends meetings, provides input
and produces documents based on findings and agreed-upon practices. Serves on
the Safety Committee at the discretion of the Superintendent.
10. Receives cash from the sale of scrap metal and septic charges, processes cash
payments, and maintains related accounts.
11. Performs related work as required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and
minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the job.
Requirements include the following:
• A high school diploma supplemented by specialized vocational training in
secretarial science, office management, or a related field.
• Three years of clerical assistant or administrative secretary experience.
• Minimum score of 70% on the City of Monroe aptitude examination
• Knowledge of modern office procedures and practices, and skill in applying them.
• Knowledge of the structure, policies, procedures, and regulations of municipal
government.
• Skill in providing administrative support to municipal activities.
• Skill in the use of office equipment and technology, including Microsoft Suite
applications and software specific to the department, and the ability to master
new technologies.
Administrative Assistant – WWTR Page 3
• Skill in maintaining a comprehensive filing system and in retrieving a variety of
information and data, including confidential/sensitive information requiring
confidentiality and discretion.
• Ability to apply basic mathematics with accuracy and develop a working
knowledge of municipal budgeting and basic accounting.
• Ability to enter data rapidly and accurately.
• Ability to establish effective working relationships and use good judgement,
initiative and resourcefulness when dealing with the public, community leaders, and
other employees.
• Ability to effectively communicate and present ideas and concepts orally and in
writing, and deal tactfully with customers who are upset.
• Ability to critically assess situations, solve problems and work effectively under
stress, within deadlines and changes in work priorities.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are
representative of those an employee encounters while performing the essential functions
of the job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate
in person and by telephone, read regular and small print, view and produce written and
electronic documents and enter data on a computer keyboard with repetitive keystrokes.
The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to
finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull
objects of up to 15 lbs. without assistance. Accommodation will be made, if needed, for
employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting within a work area
where the noise level can be moderate to loud and other conditions such as fumes, scents
or odors may be present. Though applicable safety procedures are documented and
utilized, the incumbent may be exposed to these conditions as inevitable environmental
conditions in the course of performing required duties.
November 2015