City of O'Fallon, Illinois · 2 hours ago
Public Works Administrative Assistant
O'Fallon, IL
Full-time
Onsite
Mid Level
$23/hr - $25/hr
4+ years expCity of O'Fallon, Illinois is seeking a Public Works Administrative Assistant to provide administrative support to the Director of Public Works and staff. The role involves maintaining official records, coordinating staff schedules, and assisting in the administration of standard operating procedures within the Public Works Department.
AssociationCommunitiesGovernment
Responsibilities
Answers in-coming calls to the Public Works Department and routes callers, takes messages, and provides information as required
Receives the public and answers questions, responds to inquiries from employees, citizens and others and refers when necessary to the appropriate person
Interacts with line staff, foremen, management, other departments, contractors, and outside agencies to schedule, track, and document work
Maintains Computerized Maintenance Management System (CMMS) and assists Administrative Assistants, Geographic Information System (GIS) Technician, and Public Works Managers with CMMS administrative tasks related to system setup and maintenance
Creates and runs specialized reports via various specialized computer spreadsheet, word processing, data management, GIS reporting, and other software programs
Performs a broad range of routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping
Acts as a custodian of departmental documents and records
Establishes and maintains filing systems, control records, and indexes using moderate independent judgment
Files and posts time-sensitive documents and notifications
Schedules appointments and performs other administrative and clerical duties for the Public Works Department
Assists in the procurement of department materials and supplies and operates listed office machines as required
Receives, stamps, reviews (including confidential documents) and distributes all incoming mail, and processes outgoing mail
Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgement as to content, accuracy, and completeness
Plans conferences and training sessions
Coordinates travel plans for staff
Inputs data on standard office and department forms; makes simple postings to accounts; compiles data for various reports
Maintains inventories and orders office supplies and materials
Qualification
Required
High school diploma or equivalent
Some college or additional administrative/secretarial training
At least four years of progressively more responsible related work experience, with strong computer and customer service experience
Standard business practices, policies and procedures
Modern administrative and clerical procedures and systems such as word processing systems, spreadsheets, databases, GIS, CMMS, filing and records management/reporting systems, and other office procedures, equipment, and terminology
Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Relevant legal and technical terminology encountered in the course of work
Maintain a positive attitude; demonstrate a commitment to City goals and values, and to exhibit a positive overall customer service-oriented manner and a willingness to work together in a team environment
Communicate strongly both orally and in writing
Type at least 50 words per minute
Establish and maintain effective working relationships with co-workers and the general public
Perform and accomplish requirements of the job using appropriate general office equipment (i.e., fax machine, copy machine, calculator, multi-function telephone)
Work independently on complex and confidential assignments without detailed instructions
Use basic computer word processing, presentation, spreadsheet/database management applications (i.e. Microsoft Word/PowerPoint/Access/Excel, ESRI ArcGIS, Azteca Cityworks, and Crystal Reports applications)
Comprehend and make inferences from written materials
Understand, interpret, explain, and apply relevant policies, procedures and regulations
Attend to details, calculate numerical formulas, and verify accuracy of amounts and calculations
Perform light physical work exerting up to 25 pounds on an occasional basis; perform such activities as fingering, grasping, lifting, and reaching, crouching and repetitive tasks
Recognize and respect diversity and work effectively with peoples of other cultures
Ability to sit for extended period
Ability to hear
Ability to read, write, and comprehend English orally and written communications
Ability to type on a computer
Benefits
Medical + ER pays 100% of EE premium and 80% of dependent premium.
Dental + ER pays 100% of EE premium and 80% of dependent premium for base plan. + EE has option to pay difference for buy-up plan.
Vision + ER pays 100% of EE premium and 80% of dependent premium.
IMRF Pension + EE contributes 4.5% pre-tax. + ER contributes 6.17% + Vested after 10 years.
Employee Assistance Program (EAP) + 100% ER paid.
Life & AD&D Insurance + 100% ER paid $20,000.
Other + STD, Hospital Indemnity, Life Insurance, 457, FSA, HAS + 10 paid holidays + Paid time off
Company
City of O'Fallon, Illinois
In the St.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase