City of Chamblee
Administrative Assistant - Public Works
City of Chamblee, Atlanta, Georgia, United States, 30383
Job Details
Job LocationPublic Works Facility - Chamblee, GA
Position TypeFull-Time
Education Level2 Year Degree / Associate Degree
Job ShiftDay
Job CategoryGeneral Business
Description
The Administrative Assistant is responsible for providing administrative and financial support to the Public Works department and citizens.
ESSENTIAL FUNCTIONSResponsible for assisting citizens with issues and questions regarding Public Works' services, including regular sanitation routes, special pickups, , grounds and greenspace, transportation, stormwater, etc.Works with supervisors to determine scope of issues with citizensActs as Point of Contact for citizen calls,Schedules and coordinates meetings, sets up meeting space, and takes meeting minutes and distributes them to participants.Monitors Public Works budget and codes invoices to correct cost center. Manages and reviews invoices ensuring proper payment; enters requisitions.Invoices commercial businesses annually.Invoices residents for Special Pickups.Prepares weekly and monthly reports.Updates the annual DeKalb County Tax Assessment for Sanitation and Stormwater Utilities, ensuring that all data is accurate.Processes and monitors incoming paymentsAssists with budget preparation, product ordering and researching of necessary itemsEnsures proper reconciliation of tickets from transfer station, tracking and reconciling tonnage reports and payments for the.Transfer Station, WestRock, DGR Mulch, and GreenForce.Serves as point of contact for crews related to on-route issues and citizen complaints.Partners with Finance to ensure proper information received for all new vendors which allows for correct set up.Supports the Director and Assistant Director in the completion of RFB and RFP.Provides administrative support to the Director and Assistant Director.Prepares reports and presentations.Enters work orders into the Cartegraph asset management system.ADDITIONAL JOB FUNCTIONS
Uses a variety of computer software programs such as Microsoft Word, Excel, Outlook , PowerPoint. Knowledge of Tyler Technologies software is helpful.Other duties as assigned.SUPERVISORY RESPONSIBILITIES
NoneQualifications
QUALIFICATIONS
High school diploma or equivalent required; Associate degree in business studies or related field preferredTreats others with dignity and respect and maintains a friendly demeanor; values the contributions of othersWrites and speaks effectively, using conventions proper to the situation; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinionsAble to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules tasks effectivelyAbility to exercise good judgment by making sound and well-informed decisions; perceives the impact and implications of decisions; makes effective and timely decisions, even when data are limited, or solutions produce unpleasant consequences.Ability to develop and maintain partnerships with others, both inside and outside the organization, who can provide information, resources, and advice. Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.
Job LocationPublic Works Facility - Chamblee, GA
Position TypeFull-Time
Education Level2 Year Degree / Associate Degree
Job ShiftDay
Job CategoryGeneral Business
Description
The Administrative Assistant is responsible for providing administrative and financial support to the Public Works department and citizens.
ESSENTIAL FUNCTIONSResponsible for assisting citizens with issues and questions regarding Public Works' services, including regular sanitation routes, special pickups, , grounds and greenspace, transportation, stormwater, etc.Works with supervisors to determine scope of issues with citizensActs as Point of Contact for citizen calls,Schedules and coordinates meetings, sets up meeting space, and takes meeting minutes and distributes them to participants.Monitors Public Works budget and codes invoices to correct cost center. Manages and reviews invoices ensuring proper payment; enters requisitions.Invoices commercial businesses annually.Invoices residents for Special Pickups.Prepares weekly and monthly reports.Updates the annual DeKalb County Tax Assessment for Sanitation and Stormwater Utilities, ensuring that all data is accurate.Processes and monitors incoming paymentsAssists with budget preparation, product ordering and researching of necessary itemsEnsures proper reconciliation of tickets from transfer station, tracking and reconciling tonnage reports and payments for the.Transfer Station, WestRock, DGR Mulch, and GreenForce.Serves as point of contact for crews related to on-route issues and citizen complaints.Partners with Finance to ensure proper information received for all new vendors which allows for correct set up.Supports the Director and Assistant Director in the completion of RFB and RFP.Provides administrative support to the Director and Assistant Director.Prepares reports and presentations.Enters work orders into the Cartegraph asset management system.ADDITIONAL JOB FUNCTIONS
Uses a variety of computer software programs such as Microsoft Word, Excel, Outlook , PowerPoint. Knowledge of Tyler Technologies software is helpful.Other duties as assigned.SUPERVISORY RESPONSIBILITIES
NoneQualifications
QUALIFICATIONS
High school diploma or equivalent required; Associate degree in business studies or related field preferredTreats others with dignity and respect and maintains a friendly demeanor; values the contributions of othersWrites and speaks effectively, using conventions proper to the situation; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinionsAble to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules tasks effectivelyAbility to exercise good judgment by making sound and well-informed decisions; perceives the impact and implications of decisions; makes effective and timely decisions, even when data are limited, or solutions produce unpleasant consequences.Ability to develop and maintain partnerships with others, both inside and outside the organization, who can provide information, resources, and advice. Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.