SUMMARY

Under supervision of the Public Works Director or designee, provides advanced secretarial support across all divisions of a multifaceted public works department. This position works closely with the public works management. This position requires a significant level of independent thought and acceptance of responsibility, works with limited supervision and is extremely knowledgeable of office procedures. Possesses strong organizational skills and trains junior clerical staff.
Daily contact with the general public, co-workers, and supervisory personnel is expected, as well as frequent contact with the organization’s chief administrator, appointed committees, and governing body.
This position works under the supervision of the Public Works Director or designee and is a key member of the office staff. Must develop and maintain a mentoring and collaborative working relationship with others including department heads, officials, employees, vendors, regulators and others outside the city government. The incumbent in this position encourages a constructive team atmosphere, often works independently, and must exercise exceptional internal and external customer service.

QUALIFICATIONS

• Highschool diploma or GED
• Sufficient skill and experience to satisfactorily perform the duties of the position

DESIRABLE QUALIFICATION

• Associates degree in related field
• Notary public

LICENSES, CERTIFICATES, AND OTHER REQUIREMENTS

• Valid Oregon Driver’s License

EXPERIENCE AND TRAINING

Any combination of education and experience that provides the required knowledge, skills, and abilities necessary for an executive secretary; a typical way of obtaining the required qualifications is:
5 years or more experience performing advanced secretarial skills, prior experience working as a secretary in another Public Works Department, a two or four- year degree in business administration, financial management or public administration.

PHYSICAL AND MENTAL DEMANDS

Physical activity associated with working in an office setting is required to perform the daily duties of this position. The ability to express or exchange ideas by means of communication is important in this position. This employee must be able to convey and receive detailed or important instructions from other workers and the general public.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands and fingers to feel or operate standard office equipment, and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.
This job description is not intended to be an exhaustive list of all possible duties, responsibilities or qualifications associated with this job and does not include other duties of similar complexity and responsibility which may be assigned to this position.

Knowledge of:

• Municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations, and ordinances
• Basic principles, practices, and procedures of municipal and governmental budgeting, accounting, and purchasing, including preparation, monitoring, transferring, and reporting.
• Basic Public Works functions
• Basic Research methods
• Municipal organization, operations, policies, and objectives
• Detailed record-keeping techniques
• Applicable federal, state and local laws, codes, regulations, policies, and procedures related to areas of assignments
• Effective oral and written communication principles and practices
• Project management techniques and principles
• Research methods and report preparation and presentation
• Office procedures, methods, and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical database

The duties listed below are examples of the work typically performed by employees in this class. An employee may not be assigned all duties listed and may be assigned duties which are not listed below.

• Track substantive information for capital improvement project invoices to determine proper payment; includes change orders, certified payrolls, and proper submission procedure
• Request quotes, prepare requisitions process orders with vendors following public contracting processes
• Maintain a small works roster including advertising for participants, registering, reviewing, renewing applicants
• Prepare estimates of costs for insurance claims, accident claims, infrastructure damage
• Prepare invoices of final costs when needed
• Coordinate scheduling for training and safety programs for Public Works staff
• Manages electronic and paper records for Public Works. Maintain and audit server files and file cabinets. Prepare records destruction requests and dispose of documents upon approval of Public Works Director and City Recorder
• Prepare water and sewer availability statements; coordinate estimates for service installation; prepares final cost for submission to the Finance Department
• Prepare work orders for public works assets
• With information from public works operational staff, create templates and final documents such as Standard Operating Procedures and Maintenance Data Sheet
• Prepare or process City, ODOT and Clatsop County ROW permit applications
• Coordinates event applications with affected department
• Proofread documents
• Prepare City Commission Agenda Memorandums
• Manage fuel system data entry, prepare fuel cards for distribution to staff
• Prepare callout sheets and distribute for emergency response contact information
• Prepare and distribute emergency notifications and news releases
• Other duties of similar nature as assigned

Knowledge of:

• Municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations, and ordinances
• Basic principles, practices, and procedures of municipal and governmental budgeting, accounting, and purchasing, including preparation, monitoring, transferring, and reporting.
• Basic Public Works functions
• Basic Research methods
• Municipal organization, operations, policies, and objectives
• Detailed record-keeping techniques
• Applicable federal, state and local laws, codes, regulations, policies, and procedures related to areas of assignments
• Effective oral and written communication principles and practices
• Project management techniques and principles
• Research methods and report preparation and presentation
• Office procedures, methods, and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical databases

Ability to:

• Create work orders, flow chart, forms, templates and work schedules
• Interpret rules, regulations, plans, manuals and specifications
• Maintain regular, predictable and reliable attendance during scheduled hours
• Maintain confidentiality and communicate with tact and diplomacy
• Participate as a contributing member of a service-oriented team
• Establish and maintain effective working relationships with staff, management, vendors, outside agencies, community groups and the general public; present a positive image of the City in a variety of circumstances
• Demonstrate positive and effective interaction and communication with individuals of diverse social and economic backgrounds
• Analyze situations accurately and adopting an effective course of action
• Perform technical and administrative duties with speed and accuracy
• Organize and prioritize work assignments to meet schedules and timelines
• Write correspondence and routine reports; proofread and edit as needed