Administrative Assistant II - Public Works

Start Date: June 17, 2024 | End Date: July 01, 2024
County: Kennebec County
Job Type: Other, Public Works

Responsibilities

Provides complex administrative and clerical support for the Public Works Department.  Responsibilities include assisting management by acting independently and serving as an intermediary on delegated and routine administrative matters. Uses independent judgement, initiative, and discretion in making recommendations or determinations on varied problems.

• Receives telephone calls and e-mails. Ascertains the nature of the inquiry and provides assistance or refers to appropriate staff for answer or action. Takes messages, sets up meetings and refers callers to the appropriate staff or secures the requested information and relays it to the inquiring party.  May transmit information and messages over a variety of communication systems such as telephone, two-way radio, intercom paging system and via email.
• Prepares a wide variety of documents including purchase orders, records, reports, or correspondence, either manually or using a computerized software program.  Maintains Public Works Department website and Facebook page.
• Processes, manages, and maintains payroll records, accumulated leave (sick, compensatory, and vacation time) and personnel files for Department employees.
• Manages accounts payable and receivable, processes Department services’ billings and processes Department deposits for the Audit Bureau.  Maintains and tracks all records relating to incoming funds.

Provides budget information to various departments regarding rrental fees, gas and maintenance costs to internal departments, along with employee contract benefit costs and expenditures, employee wages, and any other line-item expenditure information that may be required.
 
KNOWLEDGE/SKILLS/ABILITIES REQUIRED:      

• Proficient knowledge of modern office equipment and procedures.
• Proficiency in use of computers and Microsoft Office programs, i.e. Excel, Word, and PowerPoint.
• Strong work ethic, time management, and organizational skills.
• Ability to deal courteously and effectively with the public as well as establish and maintain effective working relationship with co-workers and other City Departments.
• Considerable knowledge of business English, grammatical construction, spelling, punctuation, arithmetic, and possesses excellent vocabulary.
• Understanding of workers’ compensation laws, MPERS laws, and union contracts as well as having payroll and bookkeeping skills.
• Ability to oversee and/or undertake multiple tasks and projects concurrently.
• Ability to communicate effectively both orally and in writing.
• Ability to work independently while handling sensitive/confidential matters.
• Ability to assist managers with budget preparation.

• Initiative to use resourcefulness and tact in meeting new problems.
   

Requirements
Associate’s degree or two (2) year secretarial certificate and at least three (3) years of experience in office administrative work of a progressively responsible nature involving complex office work and contact with the public; or an equivalent combination of experience and training.
 
Pay Range

This is a permanent full-time, exempt, non-union position with a comprehensive benefits package including medical insurance, a pension, and generous paid time off.

Pay Range: NU13 $21.35 to $29.41 Starting salary based on qualifications.

Position Open Until: July 1, 2024