JOB DESCRIPTION

 

 

JOB TITLE:  Secretary - Executive (Public Works Administration)

 

MAINTENANCE REVIEW DATE:  January 2000

 

ORG/POS #:  2000/1367

 

JOB OBJECTIVE:  To provide administrative and clerical support for the Public Works Department Administration Division.

 

ACCOUNTABILITY:  Receives general supervision from the Director of Public Works.

 

DUTIES AND RESPONSIBILITIES:

 

1.         Drafts, types, and transcribes letters, memoranda, and reports utilizing a microcomputer with spreadsheet and word processing software; composes responses to correspondence for signature of the Director and other division staff; transcribes dictation.

 

2.         Maintains appointment calendar and arranges appointments for the Director and other division staff; schedules meetings, including securing meeting rooms and other arrangements; notifies Director and other division staff of pending appointments.

 

3.         Screens visitors, mail, and telephone calls to the Director’s office and other division staff; answers questions and/or refers individuals to the appropriate person.

 

4.         Enters payroll information into the computer for the Division by coding leave time, overtime, and salary adjustments; notifies employees and/or appropriate Finance Department personnel when discrepancies exist.

 

5.         Prepares employee status change forms, requests for personnel, and other personnel action forms for the division.

 

6.         Maintains hard copy and computer files and records relating to Department activities and programs.

 

7.         Prepares purchase requisitions for division supplies and services; reviews invoices and delivery tickets to ensure all ordered materials are received.

 

8.         Prepares purchase requisitions for travel; ensures travel checks are received in a timely manner; reconciles travel receipts and forwards to Finance Department.

 

9.         Orders supplies and equipment; contacts vendors to obtain price quotations.

 

10.       Serves as backup to the Administrative Assistant by monitoring the follow-up system; ensures follow-up actions are taken to address issues/problems or requests received.

JOB TITLE:  Secretary - Executive (Public Works Administration)

JOB DESCRIPTION - CONTINUED

 

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB TITLE:  Secretary - Executive (Public Works Administration)

JOB SPECIFICATION CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)	20
Carrying (lbs.)	20
Stooping, Bending	ü
Kneeling, Squatting	ü
Walking	ü
Standing	ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)	ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)	ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü