Overview
Administrative Associate II Jobs in Pender, NC at State of North Carolina – Adult Correction
Thank you for your interest in employment with the City of Lebanon. Applicants must use their own personal email address when applying. If you are using someone else’s email address, your application will be rejected. A completed application is required for your application to be considered and reviewed by the hiring manager. Do not leave blanks and do not skip the application questionnaire.
GENERAL DEFINITION OF WORK
Under supervision, performs advanced level administrative/clerical activities to assist the Wastewater Treatment Plant management staff in facilitating the administrative procedures relating to the programs and services offered to the community. Performs a wide variety of assignments involving general clerical support and administrative functions of the department, which do not require the attention of or cannot be handled by a department manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following, but are not limited to:
Initiating and filing of work orders.
Typing budgets, correspondence including memos and letters from rough drafts.
Writes and distributes work order for plant managers and staff.
Receives and responds to complaints, concerns and inquiries, etc. by disseminating information of both a routine and confidential nature requiring discretionary judgement through knowledge of departmental policies, procedures, activities, etc. or referring issues and concerns to appropriate party for resolution and following up to ensure satisfactory results.
Receives and distributes mail to staff.
Maintains a log of any complaints received on the department, including date and time received and manner of correction.
Makes copies, as requested by managers.
Providing authoritative information, requiring the use of judgment and knowledge and interpretation of applicable rules, policies and guidelines.
Coordinates the administrative and clerical functions of the department including determining proper workflow, setting priorities, establishing filing and record-keeping systems, etc.
Researching, assembling and summarizing information from a variety of sources for use by managers in reports, budget preparation, correspondence, meetings and presentations and for completion of forms.
Organizing, processing and maintaining paper files and online document management systems including construction files
Working effectively with a variety of City of Lebanon staff including field staff, technicians, engineers, inspectors and office personnel.
Keying, checking and proofreading a variety of materials including reports, letters, memos, forms and similar materials from rough drafts, plain or corrected copy or verbal instructions.
Inputting and retrieving data from the computers, compiling and generating a variety of reports and documents in support of assigned functions.
Prepares complex forms, listings, informational and statistical, documents, etc. by determining required data, gathering, receiving and compiling data from several sources: comparing information to verify accuracy and formatting data appropriately.
Assists in preparing and monitoring department’s budget by compiling budgetary information from divisions or work units, drafting budget, entering information into proper account and generating reports for supervisor’s review.
Prepares purchase requisitioning received from department staff and submits for purchase order.
Tracks and monitors office supply inventory and arranges for replenishment of items as necessary.
Organizing own work, setting priorities, meeting critical deadlines and coordinating multiple activities with other Public Services departments to ensure timely completion.
Checking written materials for completion, grammatical, clerical and arithmetic accuracy and for compliance with established standards and procedures, making corrections as required. Performing a variety of general clerical duties such as preparing purchase orders, expense reports, periodic reports of activities and other documents and reports as necessary.
Deals with vendors and third-party representatives and negotiates pricing, gathers information, and makes presentations to WWTP management on best practices and mfg’s that can best meet the needs of the WWTP.
Verifying and adjusting electronic timecards prior to submit time-card data to payroll.
Maintains and organizes all safety regulations and trainings within the WWTP.
Schedules and applies for staff training and certification exams, schedules and books travel, training, and examinations.
SPECIAL REQUIREMENTS
Work involves extensive phone contact with the public and an ability to deal efficiently and effectively with irate or difficult citizens.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES
Knowledge of business English and arithmetic.
Ability to establish and maintain an effective working relationship with the public and other employees.
Possession of discretion, diplomacy, and judgment in dealing with citizens.
Experience with or ability to quickly learn specialized software programs and applications specific to the work unit, including web-based and web-related applications.
Experience with or the ability to quickly learn to read and interpret engineering drawings, maps and related documents.
Experience with or the ability to quickly learn fundamentals of finance and budget tracking, including calculations and reconciling financial documents.
Knowledge of and experience with various technical documents, including engineering and construction documents for advertisement and bidding.
Ability to work and interact effectively with members of outside agencies as well as the public. Ability to quickly learn and apply complex policies, procedures, and regulations.
Must possess a working knowledge of waste water treatment chemicals and equipment.
Must possess a working relationship with chemical and equipment vendors to ensure timely ordering and delivery of materials.
EDUCATION
A High School Diploma or G.E.D is required.
Associates degree is preferred.
EXPERIENCE
Minimum of 3-5 years of administrative assistant or related experience is strongly desired.
SOFTWARE SKILLS
Must be proficient with MS Office, primarily Outlook, Word, Excel and PowerPoint.
TYPING/KEYBOARDING
Strong Data Entry, keyboarding skills at least 30 WPM with minimal error is strongly desired.
DRIVER LICENSE
Must have a valid Tennessee Driver’s License and clear driving record.
RESIDENTIAL REQUIREMENT
Prefer candidates be a Wilson County, TN resident or reside within a 30-minute commute.
PHYSICAL DEMAND, WORK ENVIRONMENT, AND REASONABLE ACCOMMADATION
While performing the duties of this job, the employee is frequently required to talk or hear. The employee is also required to stand; walk; sit; use hands to finger, and to handle or feel objects, tools, or controls. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, use of measuring devices, operation of motor vehicles, determining the accuracy and thoroughness of work and observing general surroundings and activities. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds or more.
This job is performed generally in an office environment using general office equipment. Some travel between City offices is required. The noise level in the work environment is usually quiet. Must be able to operate a motor vehicle. There is some odor at the Waste Water Treatment Plant.
It shall be the responsibility of the City of Lebanon Utilities Director to assess the type(s) of reasonable accommodations which may be necessary to allow the individual to perform the essential functions of this role and to provide such necessary reasonable accommodations to a qualified individual with a disability, if nothing herein shall be construed to require the provision of reasonable accommodations if doing so will impose an undue hardship on the employing agency or a direct threat to the safety of himself/herself or others.Show more
Title: Administrative Associate II
Company: State of North Carolina – Adult Correction
Location: Pender, NC
