Administrative Assistant

Job Summary

Under general direction assists in preparing departmental budget and performs routine administrative tasks; serves as resource person; answers multi-line telephone, directs calls or takes messages, greets visitors and provides information; prepares requisitions to request purchase orders to purchase materials and supplies; prepares payment request forms, drafts and prepares letter, memoranda and correspondence; enters worksheet information into computer ; creates filing system, files and retrieves materials and electronic documents as needed; compiles and prepares various reports and forwards to appropriate personnel and performs additional tasks in support of the departments administration as needed or upon request. In addition serves as the relief dispatcher for Engineering and Public Works.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Performs routine administrative tasks such as filing, document production, purchasing, etc.
• Assists in preparing annual departmental budget.
• Answers multi-line telephone, directs calls or takes messages.
• Provides visitors and callers with detailed information or directions and refers to appropriate department or personnel.
• Coordinates with sales representatives on purchasing materials and supplies for the department.
• Relief dispatcher for vacations / time off.
• Prepares requisitions and forwards to finance department for issuance of purchase orders.
• Prepares requisitions to request purchase order to cover materials, supplies or services needed by the department.
• Prepares request for payments and forwards to finance department.
• Drafts and prepares letters, memoranda and correspondence.
• Prepares and issues memos to the divisions regarding fuel price changes.
• Maintains file of refuse disposal records.
• Receives daily Landfill Report and permits, calculates cubic yardage dumped and posts information to Quarterly ADEM Report.
• Maintains file of vehicle and equipment service maintenance records.
• Maintains file of letters, correspondence, faxes sent out and received.
• Prepares and maintains monthly City Fuel Reports and shop charges and forwards copy to appropriate departments and also to Accounting.
• Prepares monthly Fuel Usage Per Department Report and Fuel inventory Report.
• Contacts vendor to obtain quotes for performing quarterly Explosive Gas and Ground Well Monitoring at the City Landfill; when this test is performed forwards a copy to ADEM.
• Orders materials and supplies for the Public Works Department as required.
• Is responsible for issuing fuel keys to individuals as required and monitors fueling system to ensure proper operation for use in City vehicles and APEC Buses.
• Troubleshoots fuel system errors or contacts technical support for assistance.
• Contacts suppliers and purchases fuel for the City.
• Prepares bid requests for purchase of big ticket items to include vehicles, equipment and/or services exceeding specified amount as outlined in the
• Alabama Bid Law and may be asked to attend bid opening.
• Backup for Office Manager during their absences and assist with payroll, accident reports, purchase
  order requests and personnel issues.
• May also be asked to perform additional tasks in support of the department as needed or upon request.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High school/G.E.D and two (2) years specialized training in office administration or closely related area.

Experience
Have three (3) years increasingly responsible supervisory or leadership experience, OR have equivalent combination of training and experience.

Licenses or Certifications Required
Valid Driver’s License from State of Residence.

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Concepts and principles of office administration including budgeting, accounting and financial management, organization, procedures, equipment, work methods, personnel, and managing work flow.
• Administrative requirements of the Engineering/Public Works Department.
• Administrative policies and rules of City of Phenix City.
• Use, operation and capabilities of office equipment and communication systems.
• Database, word processing, spreadsheet and accounting software.

Ability to:

• Comprehend regulations, guidelines, budgets, proposals and similar moderately complex material.
• Write and spell in order to produce clear written material.
• Compose various types of letters and memoranda, some of which may involve sensitive issues. Verbally communicate in order to interpret policies and procedures, instruct administrative staff and converse with personnel.
• Perform a full range of financial calculations and solve numerical problems involving ratios, proportions, means and related calculations.
• Operate office equipment and machines including computer, typewriter, fax machine and copier. Establish and maintain effective working relationships with Engineering/Public Works staff, City Staff and the general public.
• Work from direction where general objectives are established.
• Work in a constant state of alertness and in a safe manner.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Mostly indoor office environment.

Physical Demands: See accompanying page for details

Key Working Relationship: Engineering/Public Works Staff, other City Staff & public.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:1200 8th Avenue
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop Monday – Friday: 8 a.m. – 5 p.m. ET. You may also email your completed application with the required supporting documents.