Administrative Assistant

Heber City•Heber City, UT

12h•Onsite

About The Position

Performs a variety of full-performance, routine administrative, and complex clerical duties as needed to expedite the administrative, technical, or clerical functions of the Public Works Department. This role is critical to the daily operations of Public Works, supporting the infrastructure of Heber City's citizens and visitors.

Requirements

Graduation from high school or equivalent ; plus, one (1) year of specialized training in general office practices and procedures, PC operation, and various software applications, i.e., Microsoft Office; AND Two (2) years of experience directly related to the above duties.
OR An equivalent combination of education or experience.
Working knowledge of modern office practices and procedures; of grammar, spelling and punctuation; of modern filing systems related to alphabetical and numeric files; information technology, computer operations and various program applications (i.e. work order tracking and fleet maintenance software); courteous etiquette, various office equipment, i.e. scanner, copy machine, shredder etc. administrative procedures; interpersonal communication skills, bookkeeping and basic accounting.
Skill and proficiency in Microsoft Office Suite products, including Word, Excel, and PowerPoint software.
Proficient in accessing and utilizing the internet, office technology, and equipment.
Ability to exercise initiative, and independent judgment and to act resourcefully under varying conditions; communicate effectively verbally and in writing; ability to establish and maintain effective working relationships with fellow employees, elected officials, and other agencies of the public; perform general bookkeeping; establish and maintain comprehensive records and files; perform effectively dealing with stress associated with work deadlines and ongoing multi-tasking expectations.
Must be able to type 60 wpm.

Responsibilities

Performs as a front desk receptionist providing administrative support to the Public Works Department, acts as a data entry person for the Department.
Assists walk-in traffic at the front desk ; answers phones and routes calls to appropriate parties; takes and relays messages; provides information to inquiring parties; responds to general questions related to department functions.
Performs document filing and maintenance; receives and processes records, reports, and various documents related to the functions of the department.
Operates a computer and various software applications for word processing, records maintenance, and data input.
Performs various financial and bookkeeping duties; prepares department purchase orders as needed to acquire supplies and materials; processes invoices and verifies accuracy; submits invoices to accounts payable for payment; maintains and processes department work orders via work management software .
Coordinate work orders related to roads, water, sewer, flood, and irrigation, etc.; issues pressurized irrigation permits , tracks and assigns work orders while assisting homeowners through the permit inspection process; generates monthly reports related to field operations.
Identifies and facilitates water terminations and requests crew restore service as appropriate; receives and processes customer complaints; determines appropriate actions related to customer service requests.
Coordinates inventory items related to roads, water meters/vaults, sewer manholes, street signs, fire hydrants, etc.
Issues and maintains road cut permits; issues fire hydrant meter permits and tracks status; issues banner requests; receives and processes Blue Stake location requests.
Supports the Fleet department with fuel cards, registrations, designations, and fleet number assignments, and maintains license plate records and folders.
Assists in the generation of departmental reports and other written documentation.
Aids in planning and coordinating department programs, events, and creating presentations; makes necessary arrangements/accommodations for department personnel; establishes and maintains cooperative working relationships, exercises good judgment in representing the Public Works Director and staff.
Performs related duties as required.