ADMINISTRATIVE SPECIALIST - STREETS

Nampa Public Library

15d•$20 - $23•Onsite

About The Position

The principal functions of an employee in this class are to perform a variety of clerical and administrative support duties that require a high degree of administrative and organizational skills for the City of Nampa Street Division. The position is multi-functioning and includes a significant level of complex and diverse duties and responsibilities. Contacts are typically internal and external to the organization. The work is performed under the supervision and direction of the Street Division Superintendent, but considerable leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with assigned supervisors, other City employees, and the general public. The principal duties of this class are performed in a general office environment.

Requirements

High School Diploma or GED is Required. College Degree Preferred. Field of Study: Accounting, Business Administration, or a closely related field.
3 plus years in clerical, accounting and/or administrative work; completion of a standard high school course with business school training desirable, supplemented by college level courses; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities for the particular area where the Administrative Assistant may be assigned.
And/or any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
Strong oral and written communication skills, communicating effectively by phone, in person and in writing.
Ability to deal with a wide range of persons and communicate effectively both orally and in writing using both technical and non-technical language.
Business office management, practices, procedures, and techniques.
Research, data compilation and report generation.
Budgeting reconciliation and reporting procedures.
Business and fiscal record keeping and retention.
Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
Thorough knowledge of modern office procedures, practices and equipment including filing systems; bookkeeping; City codes, rules, policies, regulations, and procedures applicable to the position; computer applications including Excel, Word, and other related software.
Integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Nice To Haves

Basic knowledge of current practices, procedures and functional services involved within a public sector of a municipal government are preferably desired.

Responsibilities

Prepares correspondence, reports, memos, and forms.
Compiles data for routine reports on maintenance activities, budgets, or performance metrics.
Greets visitors, answers phones, and provides information on division services, permits, policies, and procedures.
Provides effective professional liaison between the division and other city departments, representatives from public agencies, area businesses and the general public.
Receives and processes public complaints, maintenance requests, and inquiries regarding road maintenance (e.g., potholes, sweeping, drainage issues) via phone, email, in-person, or online systems; takes appropriate messages, accurately inputs data into database, routes requests to appropriate crews, and proactively follows up to ensure resolution.
Handles mail distribution, filing (electronic and physical), and office supply inventory.
Supports special projects and events, such as coordinating, compiling information and scheduling for public outreach, internal events, and seasonal operations (e.g., snow removal or storm damage).
Process, track and monitor projects, work orders, contracts, agreements, schedules, time sheets and other information.
Schedules meetings, conferences, trainings; coordinates calendars for division staff, and prepares materials for meetings or presentations (e.g., agendas, minutes).
Maintains accurate records, files, and databases, including maintenance requests, damage claims, permits, contracts, crew member work logs and inventory of materials/equipment.
Communicates and coordinates regularly with appropriate team members and city staff to maximize the effectiveness and efficiency of interdepartmental operations and activities.
Is punctual and timely in meeting requirements of performance, including attendance standards and work deadlines.
Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
Assumes responsibility for other duties as required or assigned.
Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.