Administrative Assistant - Public Works

City of Minnetonka•Minnetonka, MN

About The Position

The Public Works Department reception area serves as the primary point of contact for callers and visitors. This position provides high-quality customer service and comprehensive administrative support to multiple divisions within the Public Works Department.

Requirements

A commitment to and belief in the organizations shared values
High school diploma or equivalent
Two years of customer service experience
Two years of experience using Microsoft Office Products
Demonstrated maturity, professionalism, confidentiality, initiative and and the ability to remain focused on tasks and the ability to meet deadlines

Nice To Haves

Two-or four-year post-secondary degree
Experience in a municipal Public Works department
Three or more years of customer service experience
Experience in public sector position involving receptionist and telephone support duties

Responsibilities

Serve as the first point of contact for callers and visitors to the Public Works Department. Provide information, answer questions, or direct individuals to the appropriate staff or division.
Process/enter employee time keeping records.
Route/process accounts payable documentation.
Prepare requests for payment.
Process department credit card purchases.
Track union allowances for various clothing items.
Provide administrative support and process data for multiple divisions, including Parks, Streets, Facilities, Engineering, Natural Resources, Utilities and Fleet.
Assist with procurement of materials and services, including performing price comparisons, reviewing invoices, coordinating with vendors, and ensuring adherence to purchasing policies.
Assist divisions with residential mailings.
Maintain the department’s training database, including data entry, training files, record updates, and report generation.
Coordinate weekly uniform delivery, review/approve charges and track uniform repairs.
Generate and review monthly fuel reports, reviews and prepares monthly submittals to required regulatory agencies.
Maintain the Public Works reception area, bulletin boards, break room, office supply area, and administrative office equipment (computers, printers, scanner, copier, fax).
Sort and distribute incoming and outgoing mail.
Order, stock, and organize office supplies and coffee station.
Coordinate weekly communication updates to public works employees.
Update and maintain Water Fill Station permits and watering permits.
Assist with grant program documentation, payments and reporting requirements.
Perform record filing and retention duties following city guidelines.
Generate Call Back List for weekend on-call shifts.
Perform other tasks as assigned.