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JEFFERSON COUNTY
Job Description
Administrative Assistant
Public Works
Administration
Public Works Director
NO
Teamsters
Level 3
NO
A3-D
Post Office ~~1-~
Human Resource Manage Ofl- ~
December 2005
SUMMARY
Performs a variety of complex administrative support duties associated with office administration and
support of all sections of the Public Works Department. Aids management by coordinating office services
such as personnel and budget preparation and control, by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be
assigned.
Responsible for program administration for support services.
Assists the Director with personnel matters by initiating and/or preparing personnel documents, reports
and other data for a variety of departmental personnel actions and manages personnel paperwork flow.
Establishes and maintains recordkeeping systems for tracking personnel related activities. Ensures
completion of all necessary employment paperwork for all new staff and that proper personnel procedures
are followed. Assists and orients new employees on procedures, policies, system and personnel matters.
Responsible for scheduling and monitoring the WSDOT required drug and alcohol testing for the Public
Works Department. Maintains personnel files as necessary for the department including confidential
medical information files.
Directs and participates in the work flow of the office to meet deadlines and level of quality requested by
staff and other departments and agencies; assigns work and reviews work of other office personnel;
develops and implements procedures to improve workflow, simplify reporting procedures, or implement
cost reductions.
Handles a variety of confidential documents and correspondence while performing secretarial and
administrative work for the Director and managers.
Accepts and completes special projects as assigned by Director.
Jefferson County Job Description: Public Works Administrative Assistant
Plans and organizes work activities of administrative employees of lower classification. Determines work
procedures, prepares work schedules, and expedites work flow. Issues written and oral instruction.
Reviews and verifies work for accuracy, timeliness, proper documentation, completeness, neatness and
conformance to policies and procedures.
Coordinates personnel services and records control and assures timely orientation of new subordinates and
the progressive training of all administrative employees.
Researches documents and other data and conducts analysis to provide background material and
recommendations to the Public Works Director/County Engineer regarding personnel issues, policy
formation, budgets and other matters of similar importance and complexity. Prepares departmental
administrative reports for submission to the Board of County Commissioners, outside agencies, or the
public as required or authorized.
Coordinates collection and preparation of operating reports such as time and attendance records,
terminations, new hires, transfers, and statistical records of performance data.
Assists Human Resources with Department of Labor and Industries claims from the Public Works
Department. Insures that the proper procedures for injury and illness reporting are followed.
Reviews and answers correspondence. Researches, prepares and composes letters, reports, notifications,
documents, memos and other materials of an important or confidential nature on own initiative or from
brief instructions or notes. Researches, prepares and maintains technical documents such as inter-local
agreements, legal notices, calls for bids, other documents and contracts.
Attends meetings, prepares agendas, takes and transcribes minutes, types and performs various other
administrative and office support tasks. May act as department representative on committees. Provides
confidential administrative support to division managers as well as the Public Works Director/County
Engineer.
Accountable for specific project steps, work in a team based environment and participate in the annual
training program and annual performance evaluation process.
Directs services such as maintenance, repair, supplies, mail, and files.
Compiles, stores, and retrieves management data.
Performs other tasks as directed.
SUPERVISORY RESPONSIBILITIES
This job has no direct supervisory responsibilities. This position is responsible for program administration
for support services in the Public Works Department. Responsibilities include assisting the Department
Head with interviewing, training, planning, assigning and directing work and providing input for
performance appraisals, addressing complaints, and resolving problems. The work is highly confidential.
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Jefferson County Job Description: Public Works Administrative Assistant
COMPETENCY
To perform the job successfully, an individual should demonstrate competency in the following:
Analytical - Collects and researches data.
Problem Solving - Works well in group problem solving situations; Uses reason even when dealing with
emotional topics.
Technical Skills - Pursues training and development opportunities; Shares expertise with others.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer
needs; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Maintains confidentiality; Keeps emotions under control; Remains open to others'
ideas and tries new things.
Oral Communication - Listens and gets clarification; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies
writing style to meet needs; Presents numerical data effectively; Able to read and interpret written
information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others'
views; Contributes to building a positive team spirit; Supports everyone's efforts to succeed.
Cost Consciousness - Works within approved budget; Conserves organizational resources.
Diversity - Demonstrates knowledge ofEEO policy; Promotes a harassment-free environment.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity
and ethically.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and
on time.
Planning/Organizing - Assigns priorities and plans work activities; Uses time efficiently.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with
respect and consideration regardless of their status or position; Accepts responsibility for own actions;
Follows through on commitments.
Quantity - Meets productivity standards; Completes work in timely manner.
Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses
equipment and materials properly.
Adaptability - Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered
when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Keeps commitments; Completes
tasks on time or notifies appropriate person with an alternate plan.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill,
and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
EDUCA TION and/or EXPERIENCE
High school diploma or general education degree (GED) and six (6) years combined
experience at an Admin I, II, and/or III with two (2) years related experience and/or
training in general business curriculum;
OR
Eight (8) years related experience and/or training in general business curriculum,
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Jefferson County Job Description: Public Works Administrative Assistant
including or supplemented by clerical and basic office skills and demonstrated
leadership and program administration in area of responsibility
OR
An equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and
maintenance instructions, and procedure manuals. Ability to write routine reports and
correspondence. Ability to speak effectively before groups of customers or employees
of organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages, area, circumference, and volume. Ability to apply concepts
of basic algebra and geometry.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in
written, oral, or diagram form. Ability to deal with problems involving several
concrete variables in standardized situations.
COMPUTER SKILLS
To perform this job successfully, an individual should have knowledge of database
software; internet software; spreadsheet software and word processing software.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Washington State Driver's License
OTHER SKILLS AND ABILITIES
Knowledge of secretarial principles and practices, office management, and supervisory principles and
practices and special practices, technicalities, and formats associated with the function of the Public
Works Department.
Ability to use a typewriter, personal computer and software, computer terminal, calculator, and other
office equipment standard to area of assignment and to adapt to new and/or modified equipment which
may be required.
Understands the need for maintaining confidentiality of sensitive information.
Ability to maintain a high standard for accuracy, completeness, efficiency in the preparation of reports.
Ability to be independent and self motivated to complete required tasks on deadlines while simultaneously
completing other tasks.
Ability to quickly grasp new techniques, deal with rapid changes in events, remain calm in stressful
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Jefferson County Job Description: Public Works Administrative Assistant
situations, relate to various personality styles in a calm, professional manner.
PHYSICAL DEMANDS The physical demands 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.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee
frequently is required to stand, walk, and sit. The employee is occasionally required to use hands to
finger, handle, or feel and reach with hands and arms. The employee must frequently lift and/or move up
to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this
job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to
adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative
of those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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