Administrative Assistant - Public Works

City of Macedonia•Macedonia, OH

2d•$18 - $31•Onsite

About The Position

Provides a variety of routine and complex administrative, clerical, and technical work in assistance to the Director of Public Works. This role involves performing day-to-day tasks necessary to ensure accurate and timely performance of duties. The employee acts as a public-facing representative for the City of Macedonia, responsible for greeting residents and answering general phone calls, directing them appropriately. The position also offers administrative support to the Public Works Director and Supervisor, assists with records that may involve HIPAA and privacy considerations, and operates as a confidential aide to the Public Works Director. Responsibilities include coordinating and managing schedules and appointments, preparing for meetings, maintaining sensitive files, monitoring certification compliance, assisting with payroll preparation, processing invoices and expense reports, and organizing department records. The role requires working as a team member with other support staff to ensure smooth daily operations within the department.

Requirements

High School Diploma or equivalent
Minimum of three (3) years related experience or any combination of training and experience that indicate possession of skills, knowledge, and abilities listed within this
Experience in communicating and handling a variety of customer service issues
Experience in office organization
Valid Ohio Driver's License
Comprehensive knowledge of office management, personnel, financial, and administrative
Articulate and present a positive professional image both in person and on the
Establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
Maintain tact and courtesy when interacting with the public and
Communicate well both verbally and in
Possess strong organizational, time management, and multi-tasking
Maintain records and prepare
Research and prepare reports in a well-organized
Maintain confidentiality of
Must have ability to follow instructions, solve problems and work with minimal supervision
Proficient in using current Microsoft applications, in addition to other related

Nice To Haves

Prior experience as Administrative Assistant preferred
Experience in payroll preparation - preferred
Experience in work order systems - preferred

Responsibilities

Acts as a public-facing employee to the City of Macedonia, greeting residents and answering general phone calls.
Provides administrative support to the Public Works Director and Supervisor.
Assists in records that may involve HIPAA and privacy considerations.
Operates as a confidential aide to the Public Works Director.
Coordinates and manages schedules and appointments.
Coordinates, plans, and prepares for meetings.
Maintains all sensitive and confidential files, records, and materials specific to the office of the Public Works Director.
Assists with monitoring certification compliance.
Assists in the preparation of payroll information and submission to Payroll for processing.
Processes invoices, expense reports; tracks and monitors invoices charged against purchase authorizations and purchase requisitions.
Organizes and maintains department records and files.
Works as a team member with other support staff to ensure smooth operation of day-to-day business within the department.
Serves in other clerical roles, as needed.
Performs all other related duties as assigned by the Public Works Director.
Performs all other duties as assigned by the City of Macedonia.