Job Description
JOB Summary:The employee in this position is under the direct supervision of the Assistant Utilities Director and is responsible for administrative and clerical work involving all Portland Department of Utilities departments, with considerable public contact.This employee will provide administrative support services including but not limited to answering the phone, directing calls, taking and distributing messages, attending meetings and taking minutes, light filing, etc.This employee serves as the backup to the PDU Administrative Assistant and performs duties with moderate supervision.Job instructions can be somewhat general and shall occasionally call for the employee to consider different courses of action.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.Other duties may be assigned.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Monitor, track and update all PDU projects files and spreadsheets. Maintain project records and prepare all modifications to resolve various application issues. Prepare appropriate reports for projects and ensure work is complete within the deadline. Coordinate with PDU staff and perform research on various projects. Collaborate with the utility departments to ensure invoices match corresponding projects. Prepare files for federal, state, and local audits. Greet visitors and take incoming phone calls, departmental questions, and requests for assistance, responding professionally, promptly and courteously whether relaying messages or handling the situation personally. Prepare and type reports, records, and correspondence for grant/projects for the PDU. Assists the PDU Administrative Assistant and serves as the backup when necessary. Submit reports in a timely manner. Provide accurate information to the public and other departments. May attend miscellaneous meetings as directed. May prepare the schedules and meeting agendas for various meetings. Knowledgeable in electronic submittal processes and programs. Other duties may be assigned.QUALIFICATION REQUIREMENTS:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.The requirements listed below are representative of the knowledge, skill, and/or ability required.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Knowledge of office practices and procedures Ability to communicate effectively with all levels of people, both verbally and in writing Ability to efficiently operate a PC, copier, fax, and other office equipment as needed Ability to organize tasks and set priorities, working to meet required deadlines, including occasional overtime if necessary, sometimes without prior notice Ability to work independently with little supervision Ability to use math and Excel efficiently for report calculations Strong work ethic and excellent work and attendance records.construction and maintenance of utilities and other public facilities; EDUCATION and/or Experience: High school diploma or GED Post high school secretarial, administrative and/or office management coursework/training preferred not required. Knowledge of municipal, local government procedures a plus OR Any combination of education, training, and experience providing the necessary knowledge, skills, and abilities to perform the essential job functions.LICENSES & CERTIFICATIONS: Valid driver's license.Pay:$16.75 - $25.13 per hour Benefits:401(k) Dental insurance Health insurance Paid time off Tuition reimbursement Vision insurance Work Location:In person.