Responsible for the performance of difficult and varied clerical work including maintaining clerical records, invoice and requisition processing, data entry, and office management duties. This role acts as support to the Department of Public Works staff. Assists with administration of the Parks and Public Property, Water Bureau, Wastewater Bureau, and Collections activities, as assigned.
Examples Of Essential Duties
Follows safe practices in the performance of duties. Screens telephone call... more details
Applicants must possess valid employment authorization to work in the United States.
Applicants must have the ability to work on-site at City of Lancaster, Pennsylvania locations.
Primary Functions and Job Details
Responsible for the performance of difficult and varied clerical work including maintaining clerical records, invoice and requisition processing, data entry, and office management duties. This role acts as support to the Department of Public Works staff. Assists with administration of the Parks and Public Property, Water Bureau, Wastewater Bureau, and Collections activities, as assigned.
Examples Of Essential Duties
Follows safe practices in the performance of duties.
Screens telephone calls, takes messages and makes appointments. Assists callers and transfers them to other City Departments
Serves as initial point-of-contact for all customers, internal and external, during normal business hours for routine and unplanned work requests. When necessary, dispatch timely or urgent work requests received to the proper work group and/or supervisor.
Uses Microsoft processing programs (i.e. Word, Excel, Teams, and others) to prepare correspondence and other materials; independently composes routine correspondence.
Maintains complex clerical and accounting records, and uses Munis Data Tracking System
Creates a variety of technical or legal papers and documents requiring considerable accuracy.
Creates and maintains departmental files and filing systems, both in paper and electronically; files and retrieves records and files as needed.
Prepares special reports and summaries using various computer programs, as assigned.
Takes and transcribes minutes of official meetings; maintains records
Utilizes a Computerized Maintenance Management System (CMMS), LINKO, and FOG BMP programs to track, and report on daily maintenance activities of staff. Generates routine and specialty performance reports/metrics utilizing the system’s reporting features where requested. Provides new user setup and training on the use of the CMMS when necessary.
Maintains records of customer interactions, transactions, comments, and complaints as part of the Bureau’s goal of continuous improvement.
Provides customer assistance in navigating all permitting matters.
Coordinates and schedules required third-party inspections on major building systems and equipment (e.g., elevators, boilers, fuel tanks, etc.).
Liaises with the Motor Vehicle Supervisor to ensure that routine maintenance appointments for Bureau-assigned vehicles are scheduled and met.
Processes requisitions, purchase orders, and invoices received in the City’s financial accounting software and ensures prompt payments are made. Coordinates entry of vendor information where necessary. Maintains records of fiscal transactions in accordance with the applicable record retention standards.
Independently meets the public and provides information requiring knowledge of departmental policies and procedures; serves as a representative of the Director in context with other employees and the public.
Enters requests in the City’s See Click Fix system.
Processes departmental timecards: reviews and prepares for management signature; maintains records of employee attendance.
Assists staff in preparing for meetings; coordinates materials or presentations and maintains staff calendars.
Assists in coordinating interviews, inspections, and training events.
Keep records of inspections and violations and create monthly activity reports.
Generates monthly budget performance reports for each division of the Bureau to promote a timely understanding of funds available and expenditures to date.
Regularly audits the forms and information related to the business of the Bureau on the City website for accuracy and submits changes/updates where necessary.
Drafts and disseminates mass notifications to individual facilities and work groups to advise of planned work, project updates or unexpected/emergency conditions.
Provides office support to staff and/or in special projects, as assigned.
Typical Qualifications
Education, Training and Experience
Graduation from High School or completion of a GED is required.
Minimum of three (3) years of experience in similar administrative support role is required.
Minimum of three (3) years of experience in the use of a variety of standard computerized applications, including but not limited to Microsoft Outlook, Excel, Word, and internet browsers such as Google Chrome and Internet Explorer.
Licenses and Certificates
Possession of a valid Pennsylvania State Driver’s License is required.
Knowledge, Skills and Abilities
Strong communication skills, both verbally and in writing, are required.
Proven ability to work independently and exercise sound judgment in the performance of routine duties.
Proven ability to exhibit customer-centered behaviors and to focus on customer needs.
Proven ability to understand the various and distinct services the Department of Public Works provides and to communicate this information to customers in a helpful manner.
Proven ability to operate standard office equipment such as personal computers, desktop telephones, fax machines, and copiers.
Proven ability to always retain a calm and professional demeanor.
Proven ability to develop specific goals and plans, prioritize, and organize, to accomplish work.
Proven ability to respond quickly and effectively to emergency situations is required.
Proven ability to read, write, speak, and comprehend English is required.
Proven ability to work as part of a team and to collaborate successfully with others is required.
Proven ability to adapt to new or changed situations and to show flexibility in making improvements in work processes and operations is required.
Proven ability to commit to excellence in service and to continuous improvement is required.
Environmental Conditions
Indoors, environmentally controlled, standard commercial office environment.
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