Administrative Assistant I

DEPARTMENT:   Public Works

POSITION TITLE:   Administrative Assistant I

CLASSIFICATION LEVEL:   9

SALARY RANGE:   $45,627 – $55,308

QUALIFICATIONS: A candidate for this position should have a Bachelors Degree in Business Administration or related field, and four (4) years of experience or an equivalent combination of education and experience.  Experience working in a municipal department with regular interaction with members of the public is preferred.  A strong proficiency with electronic timekeeping systems is required.  A candidate for this position should have the ability to effectively communicate in person, via telecommunications and the written word; strong proficiency with Microsoft Office Suite, office experience and comfort working with the public; and a working knowledge of wage and labor regulations as they pertain to the position.

DUTIES/RESPONSIBILITIES:   The position provides highly responsible administrative services for the Public Works Department; reviewing electronic timekeeping, preparing reports, receiving telephone calls and visitors, maintaining filing systems,  preparing a variety of correspondence, scheduling meetings and appointments, providing backup to other administrative staff,  and providing administrative support to a variety of professional and management staff within the Department.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

1. Assists the Operations Manager in achieving the goals and objectives of the Public Works Department. 
2. Reviews electronic timekeeping for payroll approval, troubleshoots errors, recommends changes and adjustments to the program, works in concert with the Payroll Administrator and Human Resources Department Staff, trains new supervisory staff in the use of the timekeeping system, and any other tasks related to the smooth operation of the timekeeping process at the Department level.
3. Provides administrative support to the Director, Deputy Director, City Engineer, Parking Director, and Operations Manager; and provides follow up information and assistance as needed.
4. Prepares Purchase Orders, assists with payables processing, assists with Vendor Statement follow-up, assists with the Department Deposit, and provides backup coverage to the Dispatcher.
5. Manages the Department cell phone account, orders and sets up new devices, reviews monthly invoice, suggests changes for cost savings, and troubleshoots errors.
6. Performs other duties as assigned by the supervisor.

SCOPE OF EXAMINATION:

                        Competitive Examination which includes a personal interview

Finalist must complete pre-employment screening, drug testing & background check.

APPLY TO:   jobs@cityofportsmouth.com

            City of Portsmouth

            Human Resources Office

            1 Junkins Ave.           

            Portsmouth, NH  03801

The City of Portsmouth is an Equal Opportunity Employer.