Administrative Support II - Solid Waste

Salary Range: $23.1020 - $30.9925 per hour (reflects Step 1 and Step 7 of a 7-step pay scale; starting salary dependent upon education, experience, and training).

Schedule

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Responsibilities

• Serves as primary contact for the Division, answers and screens calls or greets walk-in visitors, answers questions, explains policy or procedures, or refers non-administrative calls to the proper person.
• Assists the public with administrative requests for information where access is authorized, providing explanations of policy and procedure.
• Receives and distributes Division mail; prepares and posts Division correspondence as needed or directed.
• Assists the Division Superintendent, Supervisors, and staff with administrative or clerical tasks upon request or as directed.
• Provides file maintenance by ensuring proper placement, storage, retention, and destruction following adopted retention policies; controls access to files according to security and permissions; provides copies upon request as allowed, charging copy fees when appropriate.
• Schedules meetings and associated resources such as rooms and equipment as needed.
• Develops or prepares documents as needed or directed, including meeting minutes and memos using a variety of software applications.
• Composes or transcribes materials from written notes, documents, audio, or video and enters data into computer programs or databases.
• Proofreads materials prepared by self and others to produce professional results.
• Manages the payable functions for the Solid Waste Division, including processing invoices, p-cards, and purchase orders; enters appropriate codes and processes for payment.
• Orders Division office supplies to maintain a working inventory; coordinates office machine maintenance following all adopted purchasing policies.
• Processes paperwork for Bid/RFP, purchase orders, service agreements, Council memos, legal notices, job postings, personnel requisitions, and other Division needs as appropriate, following all associated adopted policies and procedures.
• Receives supplies and services, matches invoices to purchase orders as needed, and ensures terms of contracts are met.
• Enters timesheets into the payroll system, verifies payroll, and maintains fringe benefit information.
• Completes and submits required reporting and applications to regulatory authorities, such as used oil, out-of-state waste, and other landfill materials.
• Tracks applications, renewals, and fees for all required licenses, including underground storage tanks, medical waste, and scales with the appropriate regulatory agencies.
• Tracks employee clothing and boot allowance and purchases.
• Tracks employee DOT/CDL renewals and assists with scheduling any associated appointments or other needs.
• Uses specialty software to create and track work orders related to operations, support route operations, and other tasks as needed.
• Performs complex research and develops reports in support of department operations.
• Researches files or public sources of information to gather data requested by department staff.
• Prepares tables, lists, spreadsheets, databases, reports, or other documents in support of department activities.
• Prepares reports and presentations as needed for Division or other Departments.
• Serves as Division security by controlling access to internal Division work areas.
• Assists management in ensuring adequate training and oversight of work is provided to all staff; may provide training for temporary office staff.
• May participate in committees with other City Departments.
• Works with other Departments or Divisions as needed to complete job duties or to support operations, such as Code Enforcement and Environmental Services.
• Performs all other duties as assigned.

Requirements

• High school diploma or equivalent.
• Three (3) or more years of combined education and experience, or equivalent.
• Strong interpersonal skills.
• Ability to operate personal computers and proficiency with Microsoft Office applications, or equivalent.

Preferred Qualifications

• Experience with city government and knowledge of department or function operations.