Sr Admin Assistant-Engineering

City of Bartlesville, OK•Bartlesville, OK

35d•Onsite

About The Position

Performs work of moderate to complex difficulty involving typing, filing, data entry, transcribing notes from dictating equipment or shorthand, answering telephones, developing and preparing reports, forms, and documents utilizing a variety of computer programs as required by the various divisions or departments; performs other generalized clerical and administrative duties; provides information to departmental staff and the general public; operates various office equipment. Provides responsible secretarial and administrative work for a department director or division director of a large and complex department, or entire staff in a small department. Formats, types letters, memos, charts, labels, reports, or other correspondence on a computer. Types contracts, legal documents, or other documents containing complex terminology. Assists in preparing annual department operating and CIP budgets; monitors monthly expenditures; reviews departmental bills and works with vendor to correct billing discrepancies. Composes correspondence in accordance with standard policies; answers various inquiries; explains policies and procedures and arranges appointments; processes routine and non-routine matters independently. Answers telephones utilizing a multi-line system, takes messages, screens calls, provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person. Interviews, screens, greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; provides information on departmental services and functions. Interacts with a variety of high level individuals, both internally and within the community to provide information and assist in resolving administrative issues. Reports administrative and/or operational problems to supervisor. Coordinates and schedules appointments, meetings, or reservations at the request of staff. Takes, transcribes and distributes minutes and notes from a variety of sources. Coordinates agendas, attends board or commission meetings, takes notes on meeting activities, and types minutes for distribution. Relieves officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards; monitoring and communicating departmental policies and procedures, and updating publications for final approval. Takes policy, service and information requests relating to governmental activities and refers to proper divisions for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers, maintains and files confidential and other specialized reports. Manages grant funds and prepares related reports. Performs specialized research and statistical work on assigned subjects for staff and management. Opens, stamps, sorts, and distributes incoming mail. Enters and retrieves a variety of complex information into a computer terminal. Prepares purchase orders and processes vouchers for payment. Prepares payroll time sheets and receives checks. Creates and maintains complex and/or confidential files; compiles and completes data for administrative and public reports, bulletins, questions on material assembled; performs clerical and fiscal operations unique to department. Photocopies reports, charts, memos, and other various documents for staff. Orders office supplies to maintain sufficient inventory for office use. Prepares complex, routine and non-routine reports as requested; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; relays and interprets administrative decision, policies and instructions. May deal with sensitive and confidential personnel matters at the direction of the department director. Researches and compiles complex reports utilizing a variety of software. Perform any other related duties as required or assigned.

Requirements

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 5 years related experience and/or training, or equivalent combination of education and experience.
Must have a Oklahoma Driver's License.
COMMUNICATION SKILLS Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.
CRITICAL THINKING SKILLS Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
SOFTWARE SKILLS REQUIRED Intermediate: Database, Spreadsheet, Basic: Alphanumeric Data Entry, Word Processing/Typing

Responsibilities

Provides responsible secretarial and administrative work for a department director or division director of a large and complex department, or entire staff in a small department.
Formats, types letters, memos, charts, labels, reports, or other correspondence on a computer.
Types contracts, legal documents, or other documents containing complex terminology.
Assists in preparing annual department operating and CIP budgets; monitors monthly expenditures; reviews departmental bills and works with vendor to correct billing discrepancies.
Composes correspondence in accordance with standard policies; answers various inquiries; explains policies and procedures and arranges appointments; processes routine and non-routine matters independently.
Answers telephones utilizing a multi-line system, takes messages, screens calls, provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person.
Interviews, screens, greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; provides information on departmental services and functions.
Interacts with a variety of high level individuals, both internally and within the community to provide information and assist in resolving administrative issues.
Reports administrative and/or operational problems to supervisor.
Coordinates and schedules appointments, meetings, or reservations at the request of staff.
Takes, transcribes and distributes minutes and notes from a variety of sources.
Coordinates agendas, attends board or commission meetings, takes notes on meeting activities, and types minutes for distribution.
Relieves officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards; monitoring and communicating departmental policies and procedures, and updating publications for final approval.
Takes policy, service and information requests relating to governmental activities and refers to proper divisions for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers, maintains and files confidential and other specialized reports.
Manages grant funds and prepares related reports.
Performs specialized research and statistical work on assigned subjects for staff and management.
Opens, stamps, sorts, and distributes incoming mail.
Enters and retrieves a variety of complex information into a computer terminal.
Prepares purchase orders and processes vouchers for payment.
Prepares payroll time sheets and receives checks.
Creates and maintains complex and/or confidential files; compiles and completes data for administrative and public reports, bulletins, questions on material assembled; performs clerical and fiscal operations unique to department.
Photocopies reports, charts, memos, and other various documents for staff. Orders office supplies to maintain sufficient inventory for office use.
Prepares complex, routine and non-routine reports as requested; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; relays and interprets administrative decision, policies and instructions.
May deal with sensitive and confidential personnel matters at the direction of the department director.
Researches and compiles complex reports utilizing a variety of software.
Perform any other related duties as required or assigned.