Administrative Assistant - Water Treatment Plant

City of Casper•Water Treatment Plant - Casper, WY

3d•Onsite

About The Position

The Administrative Assistant supports the City of Casper’s Water Treatment Plant by providing administrative and customer service support. The position serves as a point of contact for the public, City employees, and other stakeholders, providing information, directing inquiries, and maintaining courteous, professional service. Duties include maintaining records and databases, processing correspondence and mail, preparing reports, managing calendars, coordinating meetings and events, ordering office supplies, and assisting with assigned projects. The position performs semi-skilled administrative work with some independence under the general supervision of a Supervisor or Division Manager. Work includes clerical tasks, routine customer inquiries, accounts payable and/or receivable processing, report preparation, and coordination of projects, events, and programs. The employee may train others in administrative work and temporarily assist other departments. The position typically works indoors in an office environment, with frequent sitting, typing, and customer contact in person and by telephone. The work may involve common office noise from telephones, copiers, and printers, and includes occasional exertion of up to 10 pounds of force.

Requirements

High school diploma or equivalent (G.E.D.).
At least one year of experience in a clerical or administrative support position.
Knowledge of customer service principles, English grammar and punctuation, basic mathematics, record keeping and file management, time-management tools, and modern office procedures and equipment.
Ability to organize retrievable records, maintain confidentiality, follow procedures and policies, proofread numerical and text data, type accurately, meet deadlines, manage multiple tasks, perform basic research, and prepare basic reports and correspondence.
Ability to learn and follow accounts payable/receivable, municipal budget, recordkeeping, and record-retention procedures.
Ability to operate modern office equipment and software, troubleshoot office equipment, order and maintain supplies, make travel arrangements, communicate effectively, follow instructions, and maintain effective working relationships.
Skills in customer service, proofreading and editing, scheduling and coordination, typing and data entry, oral and written communication, note taking, accounts payable/receivable, time management, report writing, conflict management, and problem solving.
Maintain a neat and professional appearance.
Follow City safety rules and procedures.

Nice To Haves

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

Responsibilities

Serve as a customer-service contact for assigned divisions, responding to routine information requests and directing callers and visitors appropriately.
Take and transmit messages and communicate information about division or facility fees, policies, rules, and events.
Perform clerical duties, including basic research, copying, faxing, filing, record retention, and ordering office supplies.
Use software systems and databases to enter, collect, and maintain records.
Train others on administrative-level work and temporarily assist other departments as needed.
Process accounts payable and/or receivable, accept payments, calculate settlements or adjustments, maintain petty cash when applicable, and research and coordinate payment records.
Receive, process, sort, and distribute mail, correspondence, materials, invoices, payments, and other items.
Generate standard reports on established schedules or as directed.
Assist with calendars, special projects, events, and programs.
Represent the City of Casper by responding promptly, professionally, and courteously to the public, citizens, employees, and others.
Perform other duties of a similar nature or level.
Follow City safety rules and procedures and promptly report accidents, incidents, or unsafe conditions to a supervisor.