Administrative Assistant
The City of Kalispell is now hiring for an Administrative Assistant. We offer a competitive benefits package which includes 100% paid insurance for the employee, paid vacation, sick leave, holidays and retirement. Wage is $16.79/hour. A detailed job description and application are available at www.kalispell.com, City Hall at 201 1st Ave E. EOE/AA/Veteran/Disability Employer
A. GENERAL CLASS DESCRIPTION:
The Public Works Department reception area is often the first point of contact for callers and visitors to the Public Works Department. The primary objective of this position is to provide reception, secretarial and clerk services to ensure the prompt and accurate processing of records, information, and data. Answers phone and routes calls; takes and relays messages; responds to and assists the general public. Performs document filing and maintenance; prepares department purchase orders; creates and tracks department work orders; generates monthly reports related to field operations. Administrative Assistant works with some independence and may complete independent projects as assigned.
B. SUPERVISION RECEIVED:
Works under the direct supervision of the Office Manager, or as otherwise determined by the Public Works Director.
C. ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES (90%):
Note: It is expected that every employee should be on time, fully prepared, every day that the employee is scheduled to work. We expect every employee to strive for perfect attendance.
The following duties are typical for this classification. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned
a. Greets and assists office visitors; directs visitors to other City Departments as required.
b. Serves as the primary departmental contact to the public to receive, route, process and follow citizen inquiries, assisting to ensure the department provides complaint resolution and information in a timely manner; relieves director and other staff from handling routine questions and requests for service and elevating only the unusual or complex issues.
c. Prepares a variety of correspondence, forms, reports, presentations, and other documents from handwritten or typed sources; proofread and edit materials for accuracy, completeness, and conformance to applicable rules and regulations, which include business grammar, punctuation, and word usage, as required; compile, collate and duplicate information, package and distribute copies.
d. Processes Public Work’s permit applications, i.e., new driveway construction, excavation permits, right-of-way permits, special event permits, parklet and sidewalk permits, stormwater permits, and assures compliance of insurance and bonding from contractors.
e. Is required to work closely with the Contractors regarding compliance with City policies, procedures, and regulations.
f. Create, prepare, revise, and monitor Departmental files, records, maps, and reports.
g. Performs technical and clerical functions to maintain the department's database programs (excel, GIS, access, iWork, Cityworks, etc.) and produces correspondence communications from the Department.
h. Creates, tracks, and maintains work orders for the Public Works Department.
i. Maintains vehicle and equipment summaries.
j. Is required to communicate and work with County and State agencies regarding City policies and procedures.
k. Assists the Office Manager to process claims and vouchers for normal departmental expenses and matches invoices with purchase orders. Checks all claims for accuracy, verifies account codes for proper assignment of budget expenditure, and sends claim vouchers to Accounts Payable for payment.
D. ADDITIONAL DUTIES (10%):
a. Perform related duties as assigned.
b. Perform Office Manager duties as to support the Department.
E. DESIRED MINIMUM QUALIFICATIONS:
a. Graduation from a high school or GED equivalent.
b. Two (2) years of increasingly responsible related clerical experience, or equivalent combination of related education and clerical experience.
c. Minimum typing skills of 60 words per minute.
d. Notary Public License desirable.
e. Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.
F. KNOWLEDGE, SKILLS & ABILITIES (KSA’s):
a. Knowledge in:
i. Demonstrated knowledge of computer literacy with Microsoft computer systems and software programs.
ii. Demonstrated knowledge of proficiency with Microsoft Word. Additionally, must demonstrate proficiency in using data programs including but not limited to Excel, Access, and other standard data base/tracking systems.
iii. Basic Public Works Departmental functions.
iv. Basic research methods City organization, operations, policies, and objectives.
v. Quality customer service principles and practices.
vi. Municipal government policies, procedures, and structure; applicable local, state, and federal laws, codes, regulations, and ordinances.
b. Skilled in the operation of:
i. Modern office practices, procedures and equipment including personal computers and related software such as word processing, spreadsheet programs and web-based management systems.
ii. Proper use of telephone etiquette and techniques and ability to assist in answering diverse inquiries.
iii. Demonstrating effective interpersonal skills using tact, patience, and courtesy.
iv. Understanding and following oral and written directions.
v. Compiling, organizing, and summarizing complex, detailed material independently or oral instructions, letters, notices, bulletins, or other material.
vi. Maintaining a variety of complex filing systems, records, and reports.
vii. Communicating effectively orally and in writing.
viii. Using English grammar, spelling, punctuation, and vocabulary.
c. Abilities include:
i. Ability to learn the policies, procedures, activities and programs of an assigned area or office quickly and accurately.
ii. Ability to perform technical and administrative duties with speed and accuracy.
iii. Establish and maintain cooperative and effective working relationships with others.
iv. Read and comprehend simple instructions, correspondence, memoranda, policy and procedure manuals, etc.
v. Write correspondence and routine reports; proofread and edit as needed.
vi. Ability to communicate effectively with diverse, and sometimes irate individuals, and to handle calmly and efficiently situations ranging from routine to emergency.
vii. Ability to perform technical and administrative duties with speed and accuracy.
viii. Excellent memory and organizational ability, able to set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
ix. Ability to interpret a variety of instructions, to solve practical problems, and to work under tight deadlines.
x. Ability to communicate clearly and concisely both orally and in writing to coworker, supervisors, public agencies, and the general public.
xi. Ability to establish and maintain effective relationships with city staff, regulatory agencies, advisory groups, and the general public.
xii. Ability to show emotional intelligence in day-to-day work, decision making and problem solving.
xiii. Ability to communicate effectively, both orally and in writing with the supervisor, department heads, City employees, employee teams and other departments.
xiv. Ability to prepare and proof letters, reports, requisitions, legal notices, memos, and other written documents in a timely manner.
G. SPECIAL REQUIREMENTS:
a. Ability to obtain Public Notary License.
H. TOOLS AND EQUIPMENT USED:
a. Personal computer and related software.
b. Telephone.
c. Internet and email.
d. Scanner, plotter, printers, and large format copier.
I. PHYSICAL DEMANDS:
a. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
b. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
c. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
d. While performing the duties of this job, the employee is regularly required to use written and oral communication skills, read, and interpret complex data, information, and documents, analyze and solve difficult problems, perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks and work with constant interruptions and interact with officials and the public.
J. WORK ENVIRONMENT:
a. Work is performed primarily in an office environment, with occasional outside trips for data collection or verification and site planning
b. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
c. The noise level in the work environment is moderately noisy.
We are an Equal Employment Opportunity (EEO) employer and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status, political affiliation, sexual orientation, marital status or disability (in compliance with the Americans with Disabilities Act) with respect to employment opportunities.