Administrative Assistant - Solid Waste

City of Casper•Solid Waste Facility - Casper, WY

6d•Onsite

About The Position

The Solid Waste Division is seeking a detail oriented and customer focused Administrative Assistant to provide critical administrative and operational support for a fast paced public service operation. This position serves as a central point of coordination for customers, field staff, supervisors, and management, ensuring that daily operations run efficiently and effectively. Responsibilities include processing accounts payable, answering customer inquiries, creating and tracking work orders from initiation through completion, maintaining records, and supporting division leadership with a variety of administrative functions. This role offers a unique blend of office administration, customer service, and operational support. The successful candidate will help coordinate compliance efforts related to trash container regulations, assist with service requests, and provide backup support for scale house operations during staffing shortages and one scheduled Saturday per month. The ideal candidate is highly organized, adaptable, and enjoys working in a collaborative environment where no two days are the same and their work directly contributes to serving the community. Incumbents are responsible for performing semi-skilled administrative support to a single specified area or division.

Requirements

High school diploma or equivalent (G.E.D.) required.
Minimum of one (1) year of experience working in a clerical or administrative support position.
Knowledge of customer service principles.
Knowledge of English language, grammar, and punctuation.
Knowledge of basic mathematical principles.
Knowledge of basic record keeping and file management principles.
Knowledge of time management tools.
Knowledge of modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.
Ability to organize records in an easily retrievable fashion.
Ability to routinely demonstrate the City of Casper core values.
Ability to operate modern office equipment, software and operating systems/applications.
Ability to maintain confidentiality.
Ability to learn and follow applicable procedures and policies.
Ability to accurately proofread numerical and text data.
Ability to accurately type documents at a reasonable rate of speed.
Ability to learn and follow applicable procedures for accounts payable/receivable and Municipal budgets.
Ability to learn and follow applicable procedures for maintaining accurate records and comply with record retention guidelines.
Ability to trouble shoot on office equipment.
Ability to order and maintain office supplies.
Ability to meet deadlines.
Ability to work on a variety of tasks simultaneously.
Ability to work with some level of independence and may lead others with administrative duties.
Ability to perform basic research and review of data.
Ability to prepare basic reports and written correspondence.
Ability to make travel arrangements.
Ability to maintain a neat and professional appearance.
Ability to communicate effectively verbally and in writing.
Ability to follow written and verbal instructions.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.
Skill in providing customer service.
Skill in proofreading and editing documents.
Skill in scheduling calendars and coordinating meetings and/or events.
Skill in typing and data entry.
Skill in operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public.
Skill in oral and written communication, sufficient to exchange or convey effective information and to receive work direction.
Skill in operating modern office equipment, software and operating systems/applications.
Skill in note taking.
Skill in accounts payable/receivable.
Skill in maintaining confidentiality.
Skill in time management.
Skill in creating clear and concise reports.
Skill in conflict management and problem solving.

Nice To Haves

Local government experience preferred.
Possession of a valid Wyoming Driver’s License preferred.
May require being, or obtaining, a Notary Public designation.

Responsibilities

Serves as a primary customer service function to a specified division(s) or area and performs semi-skilled administrative support with some independence, including responding to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals; taking and transmitting messages; communicating with the public regarding fees, policies, rules and general information about a division, facility, or event.
Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.
May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.
Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.
Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
Runs standard reports according to established timelines, or as directed.
Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.
Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
Performs other duties of a similar nature or level.