Administrative Assistant

Posting number: 26-085

Department: Public Works

Job classification: Administrative Assistant-Roads

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Public Works

Summary

The purpose of this position is to perform a wide variety of administrative, clerical, and technical support functions for the County’s two landfill facilities. This position is responsible for coordinating administrative operations, maintaining regulatory records, preparing reports, verifying payroll information, tracking landfill tonnage and operational data, and providing administrative support to landfill management. 

Examples of duties

SUPERVISORY RESPONSIBILITIES

This position does not supervise other employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

% OF TIME SPENT

• Maintain landfill operational records to ensure compliance with all federal, state, and local regulations.
• Verify employee timecards, payroll information, overtime, leave balances, and other payroll-related documentation prior to submission.
• Track and reconcile daily landfill tonnage reports, scale tickets, customer receipts, and disposal records.
• Maintain electronic and paper filing systems for permits, inspections, environmental records, contracts, invoices, and operational documents.
• Assist with budget tracking, purchase requisitions, purchase orders, invoices, and vendor payments.

30% 

• Generate reports using landfill management software, spreadsheets, databases, and county financial systems.
• Respond to inquiries from employees, contractors, vendors, regulatory agencies, and the public.

20%

• Prepare, compile, and submit required reports to the Arizona Department of Environmental Quality (ADEQ) and other regulatory agencies.
• Coordinate correspondence, schedules, meetings, and calendars for landfill management.
• Assist with document preparation for Board presentations, capital improvement projects, and operational reports.

20%

• Monitor permit renewals, inspection schedules, training records, and compliance deadlines.

10%

• Maintain confidential personnel and payroll records.

10%

• Assist with record retention and document management in accordance with county policies.

10%

• Performs other duties as assigned.

BUDGET RESPONSIBILITIES

This position has no responsibility over any types of budget.

PROJECT RESPONSIBILITIES

This position does not have project responsibilities.

ORAL COMMUNICATION DUTIES

This position explains County procedures or processes and participates in and conducts meetings.

WRITTEN COMMUNICATION DUTIES

This position creates or edits documents, internal memos, emails and ordinances for public release. Work related messages by phone and e-mail.

INTERACTIONS WITH THE GENERAL PUBLIC

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person. 

INTERACTIONS SPECIFICALLY WITH CUSTOMERS

Frequently (More than 25% but less than 40% in a year)

Qualifications

MINIMUM EDUCATION REQUIRED

High School Diploma or GED.

MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED

Four (4) years directly related experience; or equivalent combination of education, training and experience.

PROFESSIONAL CREDENTIALS REQUIRED

Must possess and maintain a valid Driver’s License if position duties require.

Supplemental information

MINIMUM EDUCATION REQUIRED

High School Diploma or GED.

MINIMUM YEARS OF EXPERIENCE REQUIRED

(4) years directly related experience; or equivalent combination of education, training and experience.

PROFESSIONAL CREDENTIALS REQUIRED/PREFERRED

Must possess and maintain a valid Driver’s License.

KNOWLEDGE REQUIRED

Clerical; customer and personal service; English language and composition; mathematics; accounting; standard office software and spreadsheet applications.

SKILLS REQUIRED

Active learning; reading; communicating diplomatically; customer service; presentation (small to medium groups); time management; multi-tasking; typing and data entry.

ABILITIES REQUIRED

Solve problems using deductive reasoning; categorize and group data; perform mathematical operations; focus; read and write at professional level.

PHYSICAL DEMANDS

• Occasionally stands to attend to customers.
• Constantly sits to complete reports, operate computers and complete a program.
• Constantly lifts under 10 lbs., regularly lifts up to 25 lbs.
• Constantly requires dexterity for keyboard operation, occasionally requires dexterity for special gadgets.
• Incumbents in this position may be required to bend and twist to complete tasks. 

WORK ENVIRONMENT

Incumbents in this position constantly work in an office environment; may occasionally spend time in construction areas, may routinely spend time in automobile; occasionally spends time in lobby environment.  Work is performed in an office or lobby environment where the physical demands require sitting for extended periods of time; frequent use of computers and standard office equipment; may work under stress of deadlines and with members of the public. 

SAFETY RISK EXPOSURE

Incumbents in this position may occasionally be exposed to telephone or in person verbal abuse, be exposed to chemical hazards, blood borne pathogens, communicable diseases, fire hazards, explosives, respiratory hazards, extreme temperatures, noise and vibration, and wetness or humidity.

PROTECTIVE GEAR & SAFETY MANUALS

Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.  May be required to wear hard hat, eye protection devices on rare occasions.

CONSEQUENCES OF ERROR

Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.