Administrative Assistant

Incumbent serves as Administrative Assistant for Utilities, providing administrative support to the director and department employees through effective verbal and written communications and attention to detail.

Responsibilities

• Track and report on all safety and training data and outcomes.
• Coordinate the Department's Safety Program by:
  • Creating and distributing weekly safety topic emails.
  • Ensuring the provision of personal protective equipment (PPE) for the Department.
  • Collaborating regularly with the City's Risk Division regarding accidents and safety-related matters, including assisting in investigations.
• Facilitate the scheduling and posting of the Department's training, testing, and travel by:
  • Scheduling and advertising training opportunities, including continuing education units (CEUs) for certifications, recertifications, and licenses.
  • Maintaining records of all compensable licenses required by AFSCME union employees.
  • Processing CBU’s travel and training requests.
• Serve as the liaison between the Department and City Human Resources by:
  • Maintaining regular communication regarding policies, updates, and personnel changes.
  • Printing and posting Human Resources communications related to policy and procedure changes and job vacancies.
• Complete all Personnel Information Request (PIR) forms for new hires, transfers, pay changes (including certifications), and terminations.
• Assist supervisors with the job posting process.
• Coordinate the Utilities Department orientation by guiding new hires through departmental orientation and communicating departmental procedures and policies.
• Provide administrative support to the Director, including updating the organizational chart, maintaining files, and communicating information to staff.
• Take all reasonable steps to maintain a safe work environment.
• Perform administrative duties for other staff during their absence or as needed.
• Participate on the Employee Appreciation Committee and coordinate departmental recognition events.
• Participate in the City's quarterly safety meetings.

Requirements

• Minimum knowledge equivalent to a high school diploma/GED with specialized training in a related field or equivalent knowledge, skills, and abilities to perform the essential duties of the position.
• Minimum experience equivalent to at least a year working in a similar position preferred.
• Proficient with Microsoft Word and Excel or Google Suite.
• Ability to obtain a driver's license.

Qualifications

• High school diploma or GED required, with specialized training in office administration or a related field, or an equivalent combination of knowledge, skills, and abilities.
• At least one year of experience working in an office environment is preferred.
• Proficiency with Google Workspace (Google Suite).
• Valid driver's license or the ability to obtain one.