Secretary III - Fleet (Finance)

POSITION TITLE: Secretary III - Public Works Department
REPORTS TO: Public Works Executive Assistant
SUPERVISES: N/A

PURPOSE OF POSITION: Performs a wide variety of responsible and complex clerical duties and administrative support functions in the daily operations of the Public Works Department. Work is technical in nature and requires a broad knowledge of City and departmental functions, policies, and procedures.

ESSENTIAL FUNCTIONS
Provides skilled, professional customer service to both internal and external customers of the Public Works Department.
Answers main Public Works Department phone line; accepts, screens, and routes phone calls; greets and directs visitors, provides front counter assistance.
Responds to inquiries from residents, businesses, or contractors; uses problem-solving skills to resolve issues or escalates concerns to the appropriate party. Dispatches staff as needed.
Uses various computer applications to compose, review, edit, and assemble correspondence, memos, reports, forms, and other documents, including those of a confidential nature, to ensure completeness, accuracy, and compliance with policies and procedures for assigned staff and projects.
Creates service orders and maintains asset information using an asset management application.
Scans and digitizes documents and electronically files to facilitate retrieval.
Distributes new construction water meters and records the essential account information.
Processes Public Works-related permits; collects necessary deposits and/or fees.
Researches, compiles, and summarizes a variety of informational materials for special reports and projects.
Assists in maintaining compliance with other governmental or regulatory agencies by keeping organized records and submitting documentation in a timely manner.
Performs data entry and processes documents and materials for the purpose of distributing information to appropriate parties.
Establishes and maintains an appropriate file system by accurately filing departmental records, reports, and various other documents; modifies system as appropriate.
Establishes and maintains positive public relations with the general public, private contractors and other business relations, other employees, other governmental agencies, and municipal officials.

MARGINAL FUNCTIONS
Assists in City activities such as Clean Up Days, Papillion Days, and other activities as needed.
Assists all divisions and departments as required to accomplish the goals of the Public Works Department and the City of Papillion.
This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned.
Physical presence at the assigned job location is an essential function of this role. This position requires onsite attendance during assigned working hours, with remote work arrangements unavailable. Management may consider exceptions under specific circumstances and in accordance with City policies.

ESSENTIAL KNOWLEDGE, EXERIENCE, AND ABILITY
Thorough knowledge of modern office technology and procedures, i.e., desktop computer, Microsoft Office and other specialized applications, email, copier, scanner, and printer.
Considerable knowledge of standard business practices.
Knowledge of mathematical principles and ability to perform accurate mathematical calculations such as addition, subtraction, multiplication, and division using a spreadsheet or calculator.
Knowledge of or ability to learn City of Papillion geography.
Ability to work independently to carry out the responsibilities of the position.
Ability to accurately prepare and maintain departmental records and documents.
Ability to plan and organize a personal work schedule, set priorities, and meet deadlines.
Ability to perform job duties efficiently while managing frequent interruptions.
Ability to type at a speed necessary for successful job performance.
Ability to handle confidential material and information in an ethical professional manner.
Ability to handle multiple tasks simultaneously and in a timely manner.
Ability to organize and keep accurate records.
Ability to accept positive and constructive feedback with a growth-oriented mindset.
Ability and willingness to adjust to changing priorities.
Ability to understand and follow both verbal and written instructions.
Ability to communicate effectively, verbally and in writing, in English, using proper spelling, grammar, and punctuation.
Ability to maintain a neat and organized work area.
Ability to address the public, other employees, and municipal officials in a courteous and tactful manner and to establish and maintain effective working relationships with those contacted in the course of work.
Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies, and similar situations of public necessity.

ESSENTIAL EDUCATION, CERTIFICATION, AND/OR LICENSES
Must possess a valid driver's license at the time of hire.
Graduation from an accredited college or university with an Associate's Degree, or an equivalent combination of education and experience; Bachelor's Degree preferred.
Must have four (4) years of experience in administrative support functions.
Must have working knowledge and experience in computer software for spreadsheets and word processing.
Must be bondable.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS
The physical demands and typical working conditions described here 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.
Work is primarily performed indoors in an office setting and requires sitting for long periods of time, walking, bending, and lifting. An incumbent must have the ability to left and/or carry various office supplies, files, water meters, and other materials up to twenty-five (25) pounds. The incumbent is required to talk, hear, and must have the ability to transport themselves to and from various locations within the City's jurisdiction. Hand-eye coordination is necessary to operate computers and various other types of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel, or operate objects or controls and to reach with hands and arms. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.
Work requires extensive interaction with the public and may be stressful when dealing with irate citizens.