2020-10-12-minutes-public-works-study-session

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•' Job Description Kittitas County, Washington TITLE: ADMINISTRATIVE ASSISTANT I CREATED: 10/29/2018 REPORTS TO: Administrative Supervisor DEPARTMENT: PUBLIC WORKS JOB SUMMARY: The Administrative Assistant i is responsible for providing general administrative DRS ELIGIBLITY: support to the Department of Public Works. The employee in this position must be able to exercise good judgment, work independently, maintain confidentiality, and deliver courteous service and a high level of professionalism when working with County personnel, other agencies, and the general public. All employees work under the guidance of Local/State/Federal regulations and must abide by County/Department policies and procedures. CATEGORY: Full Time OCCUPATION CODE 3346 UNION AFFILIATION: None HOURS/WEEK: 40 FLSA STATUS: Non -Exempt DRS ELIGIBLITY: PERS ESSENTIAL FUNCTIONS: Responsible for performing administrative duties required by the Administrative Supervisor • Perform a variety of general and advanced administrative duties in support of the Public Works Department; establish and maintain filing systems; create and modify forms as necessary; organize and assemble documents; file and catalogues maps, photos, and other exhibits and documents. • Finalize and process Department documents to the County's electronic management system. • Assist as needed to prepare weekly vouchers and submit to the Auditor's office for payment; prepare a variety of correspondence, reports and other written materials; distribute reports internally and to various governmental offices. • Receive, transfer or refer calls to proper sources; provide program information relating to department services; accurately transmit, screen or convey information using proper format, document and procedures. • Receive, sort, and distribute mail; process outgoing mail; provide messenger service within or between departments or offices. • Inventory and order office supplies. • Complete data entry tasks and assemble reports; produce emails, memos, and letters; and utilize routine forms. Receive and administratively process land use actions for completion by compiling land use comments to Community Development Services. Provide legal notices to local newspapers and the public via email, letter, County website, etc. Proofread material, making corrections for spelling, grammar, and punctuation. Compile and distribute information relative to departmental activities. Confer with other departments and outside agencies; • Serve as back up clerk to various Boards, Commissions, and/or Committees; prepare minutes for meetings. # Maintain filing systems and correspondence log; recommend ways to improve efficiencies; implement new policies/procedures and train department staff accordingly. Schedule meetings make room arrangements and send out schedule changes and notices. Coordinate (or assist with coordinating) functions and activities; set up rooms and equipment required. • Assist with department records management requirements and public disclosure requests. Administrative Assistant I — Department of Public Works Page 1