Administrative Assistant II (Solid Waste)

REPORTS TO: Solid Waste Operations Coordinator Landfill Administrator or Refuse Collections Administrator (Depending on Assignment)

FLSA STATUS: Non-Exempt

CLASSIFICATION: Personnel System

PAY GRADE: 110

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to the Solid Waste Department. Duties and responsibilities include but are not limited to creating requisitions processing POs reviewing account balances weekly preparing bi-weekly payroll reports correspondence filing and maintenance of records answering telephones operating two-way radio to coordinate communications between the department and the public and performing additional tasks as assigned.

Job Related Requirements

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation responsible for the safety readiness and operation of the vehicle and must abide by ACCs safe driving policy.

High school diploma or equivalent required with two years of secretarial experience required; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this position.

Must possess or have the ability to acquire Notary Public status.

Must possess a valid drivers license.

Vocational/Technical degree preferred.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Creates requisitions for review and signature (including acquiring three quotes when necessary).

Processes POs for payment.

Reviews account balances and creates monthly reports for assigned Divisions.

Composes drafts and types memoranda correspondence and reports.

Prepares bi-weekly payroll for the Solid Waste Department.

Allocates purchase card purchases weekly.

Completes budget transfer for accounts as necessary.

Establishes and maintains the departmental filing system.

Orders and maintains office supplies.

Organizes and maintains files.

Processes incoming and outgoing office mail; screens and distributes incoming mail.

Answers the telephone take messages routes calls to appropriate personnel and responds to inquiries.

Operates a two-way radio and maintains contact with personnel.

Assists assigned staff in the planning organization and set-up and of office meetings that require catering and room preparation/take-down.

Assists assigned staff with office related tasks including print shop requests copying needs faxing needs event preparation needs etc.

Assists assigned staff with special event preparation including container placement and removal.

Cleans and organizes common office space (copy room foyer and more).

Performs other related duties as required.

When Assigned to Administration Recycling Division KACCB and CHaRM

Receives visitors and provides general information regarding refuse recycling leaf and limb collection policies & procedures and charges to customers.

Schedules and coordinates special dispatch for complaint calls dead animal pickups blocked dumpsters and missed or extra pickups etc.

Provides back-up secretarial support as needed for Solid Waste Citizens Advisory and Joint Solid Waste Citizens committee meetings; prepares and mails agenda; records edits and compiles relevant data; types minutes; and maintains related records.

Establishes and maintains departmental personnel records; processes all changes in employee status and maintains current records of employee leave balances.

Types confidential correspondence such as disciplinary actions termination notices and drug and alcohol screenings.

Prepares travel expense and reimbursement documents.

Responds to reports from refuse collection personnel regarding violations truck breakdowns accidents loose dogs and emergency situations; forwards reports to dispatcher log.

Interprets policies and procedures for employees.

Provides secretarial support to landfill staff as needed.

Assists walk-in customers.

Responsible for maintaining the boards in the Solid Waste Administration Bldg.

Will be required to sit at the front deck connected to the lobby.

Knowledge Skills and Abilities

Knowledge of the policies procedures and activities of the Solid Waste department as they pertain to the performance of duties relating to the position of Administrative Secretary.

Knowledge of the terminology used within the department.

Knowledge of payroll guidelines accrual register reports active employee listings time sheets loss reports etc. and procedures and methods as required in the performance of duties.

Knowledge of computer software programs as necessary in the performance of job duties use of a two-way radio and use of office equipment such as computers fax machines etc.

Ability to work in a noisy distracting and sometimes smelly environment.

Ability to compile organize prepare and maintain an assortment of records reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors and other staff members.

Ability to use independent judgment in routine and non-routine situations.

Ability to handle required mathematical calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan organize and/or prioritize daily assignments and work activities.

Ability to comprehend and apply regulations and procedures of the department.

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including office equipment such as computers calculator Dictaphones copier fax machines etc. and a two-way radio. Must be able to use body members to work move or carry objects or materials. This position requires: walking standing bending stooping pushing pulling lifting fingering grasping feeling seeing talking hearing and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional structural or compositional characteristics (whether similar to or divergent from obvious standards) of data people or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from supervisors and the giving of assignments and/or directions to co-workers and/or assistants.

LANGUAGE ABILITY: Requires the ability to read a variety of guidelines ordinances reports records lists computer manuals and informational documentation directions instructions and methods and procedures. Requires the ability to prepare time sheets meeting minutes on-the-job injury reports travel expense reports letters etc. using prescribed formats and conforming to all rules of punctuation grammar diction and style. Requires the ability to speak to people the general public with poise voice control and confidence.

INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information to explain procedures and to follow oral and written instructions. Must be able to communicate effectively and efficiently.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length width and shape visually with office equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands fingers and eyes accurately in using office equipment such as typewriters and computers. Requires the ability to use the keyboard lift bend push and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as typewriters dictaphones and computers. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: Must be able to communicate via telephone two-way radio.