Administrative Assistant II job profile


Job Title: Administrative Assistant II

Exempt: No Pay Grade: A6 ($15.89 – $17.69)

Reports to: Public Works Director

Department: Public Works Department Closing Date: December 21, 2018

JOB SUMMARY The Administrative Assistant II provides administrative and clerical work for the Public Works Department with minimal supervision. The Administrative Assistant II works with the department to achieve departmental and community-wide program objectives. This position works under the general direction of the Public Works Director. Work is subject to evaluation on the basis of results obtained.

DUTIES AND RESPONSIBILITIES The duties described below are indicative of what the Administrative Assistant II might be asked to perform. Other duties may be assigned.

Essential Functions: - Provides a wide variety of administrative and secretarial tasks for the Public Works department and other departments within the Town of Avon as needed. - Assists Storm Water Utility Customers with billing and account receivable questions. - Drafts press releases - Monitors and Posts to Social Media - Updates and manages content posted to website - Assists with coordinating technology and troubleshooting - Coordinates with INDOT and other agencies - Assists in compiling contract documents - Assists in managing and tracking deadlines - Assists Department in scheduling inspections and issuing permits. - Process payments and plans for all ROW and Driveway Access applications and permits. - Answer voicemails for Public Works Director. - Composes and types minutes, directives, schedules and agendas. - Answers incoming telephone calls for Public Works Employees. - Completes filing and organizes files. - Operates a variety of office equipment incidental to clerical and secretarial duties. - Talks with the general public/citizens making complaints or requesting service in person or by telephone, providing necessary information and following through on the resolution of problems. - Completes all accounts payable vouchers for invoices submitted. - Mails out letters or correspondence as needed. - Researches and files archived records - Oversees maintenance of departmental files - Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide quality seamless customer service.

QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required at the time of hire or for continuation of employment.

Education and/or Experience: - High School diploma required. - Minimum of one (1) year administrative or secretarial work experience. - This position may require the use of personal or Town vehicle. Individuals must be capable of operating the vehicles safely, possess a valid Driver’s License, and have an acceptable driving record. - Customer Service experience required.

Skills and Abilities: - Knowledge of format and organization of correspondence, reports and written directives. - Knowledge of modern office practices, procedures and equipment. - Ability to learn Town operations, programs and resources available to resolve municipal problems. - Ability to operate a personal computer utilizing word processing, spreadsheeting, database management, desktop publishing, e-mail and various other software applications. - Ability to compose correspondence from fragmentary instructions. - Ability to interpret and make decisions in accordance with laws, regulations and established policies. - Ability to comprehend and make inferences from written material. - Ability to sort, separate, arrange, file or distribute incoming mail, products or material in prescribed manner. - Ability to produce written documents with clearly organized through using proper sentence construction, punctuation, and grammar. - Ability to work cooperatively and maintain a professional manner when dealing with Town officials, staff and the general public. - Ability to provide expert advice without formal supervisory responsibility. - Ability to maintain all types of records. - Ability to respond to complaints and grievances in a professional and courteous manner. - Ability to work independently and with a team. - Ability to maintain confidentiality of materials.

Language Skills: - Ability to communicate effectively with other Town employees, officials and the general public. - Ability to communicate effectively in both written and verbal form. - Ability to participate and perform effectively in all types of meetings.

Mathematical Skills: - Ability to perform basic math skills – add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Skills: - Ability to define problems and deal with a variety of situations. - Ability to think quickly, maintain self-control, and adapt to stressful situations. - Ability to use good judgment and effectively solve problems. - Ability to plan work, and establish priorities. - Ability to distribute work among co-workers or others. - Ability to interpret a variety of instructions furnished in written, oral, and diagram or schedule form. - Ability to organize time and resources. - Ability to work independently.

PHYSICAL AND WORK ENVIRONMENT The physical demands and work environment described 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.

Physical Environment: - The duties of this job include physical activities such as stooping, kneeling, standing, reaching, walking, lifting (up to 10 pounds), grasping, talking, hearing/listening, seeing/observing, and repetitive motions. - Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. - The majority of work is performed in an office setting; and employees may remain in a seated position for extended periods of time.

Work Environment: - Ability to work under time pressures such as frequent "rush" jobs, urgent deadlines, etc. - Ability to work under distractions such as telephone calls and other disturbances. - Ability to deal with unpleasant social situations such as irate or disturbed individuals. - Ability to work in a hectic, busy, and sometimes stressful work environment.

Contact Us

6570 E US Highway 36
Avon, IN 46123
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  • Phone: (317) 272-0948
  • Office Hours:
    M-F 8am to 4:30 pm