Administrative Assistant - Parks and Public Works

                Performs administrative duties for the Parks & Public Works Department.

 

                Duties & Responsibilities

 

                1.      Oversee all departmental office operations, including answering phones, filing, program registrations, ordering supplies, etc.

 

                2.      Accounts Payable/Receivable, including preparing claims for payment of invoices, and recording monies received.  Monitors department budget and reconciles cash drawer.

 

                3.      Oversee all cemetery administrative operations, including scheduling grave openings, assisting customer with purchase of graves, maintaining records, etc.

 

                4.      Prepare and maintain all contracts for the department including portable toilets, tree removal, etc.

 

                5.    Work with the Tree Inspector to issue diseased tree notices to residents, maintain records and schedule tree removal with contractor.  Follow up with appropriate billings for tree removal.

 

                6.      Prepare and maintain various records including, but not limited to, vehicle gas usage, fuel tax returns, special fuel tax, etc.

 

                7.      Handle requests for utility locates for the department through the Gopher State One-Call System.

 

                8.      Assemble packet information for the Parks and Recreation Commission meetings and assist with letter writing, proofreading and distribution for various projects.

 

                9.      Assist with facility rental, including scheduling events for the Champlin  Community Center, Public Works building, Andrews Park, Mississippi Crossings Event Center, and various parks facilities.

 

                10.    Prepare paperwork associated with the hiring of part-time and seasonal staff.

                11.    Other duties as assigned

 

                Knowledge, Skills & Abilities

 

                Excellent organizational and filing skills.

 

                Ability to provide quality, courteous customer service.

 

                Ability to work independently, prioritize workload, follow directions well, exercise discretion in office management and to maintain confidentiality.

 

                Excellent written and verbal communication skills.

 

                Ability to learn new and various computer software programs and point-of-                service systems.

 

                Accounts Payable/Receivable knowledge desirable.

 

                Minimum Qualifications

 

                High school diploma or GED

 

                2-3 years secretarial experience

 

                Experience working with Microsoft Word, PowerPoint, and Excel

 

                Keyboard skills, with minimum typing speed of 60 w.p.m.

 

                Proofreading skills

 

                Desired Qualifications

 

                Two-year Associates Degree in Business/Administrative Professional Certificate

 

                In depth knowledge of Microsoft Office Suite and Adobe applications