Administrative Assistant ( Streets)

Summary: Performs diverse administrative, customer service, and technical work related to the Street Division. Maintains/updates Street maps and related layers for the Geographical Information System, and performs related work as assigned. Performs special assignments and resolves operational issues. Produces final reports for Street and other departments. Responsible for secretarial and administrative.

Essential Functions: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Responds to citizens' requests for information and services; consults with, Ector County and Texas Department of Transportation and other City of Odessa Departments on related problems; completes forms as requested by other departments, cities, organizations and agencies.
• Utilizes ArcGIS to maintains/update all GIS maps needed by department (exp. Alley maps, mower maps, sweeping maps and Pavement Management Maps).
• Utilizes knowledge of various Street Division policies and procedures; produces routine correspondence and other typewritten material for superintendent and operations manager.
• Prepares monthly and annual Street Division reports. Enters and prepares finished work orders for closure.
• Processes and maintains records of all unsafe structures, board-ups, vacant lots, and vacant structures sent from Community Development. Files cost reports and liens after work is completed.
• Operates photocopier, personal computer, and other light office equipment.
• Supports the departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications:

Education, Training and Experience Guidelines: High School Diploma or GED required; AND one year of related experience as an Administrative Assistant. One (1) year computer experience required including a proven proficiency in word processing, spreadsheets and databases.

Knowledge of:

• Policies, rules, and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Operations, services, and activities performed by the assigned department.
• Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols, and methods.
• Business computers and standard MS Office software applications.

Skill in:

• Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
• Interpreting and explaining policies and procedures of assigned department.
• Using initiative and independent judgment within established procedural guidelines.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Entering data with high levels of accuracy and productivity.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

Physical demands and working environment: Work is performed in a standard office environment.