PW Office SpecialistOffice Specialist
City of Otsego
Title of Class: PW Office Specialist
Effective Date: June 1, 2009
FLSA: Non -Exempt
DESCRIPTION OF WORK
General Statement of Duties: Performs routine to semi -skilled administrative support work
assisting in the Public Works Department; performs related duties as required.
Supervision Received: Works under the general and/or technical supervision of the Public
Works Superintendent.
Supervision Exercised: None.
TYPICAL DUTIES PERFORMED
The listed examples may not include all duties performed by all positions in this class. Duties
may vary somewhat from position to position within a class.
*Receives individuals and answers telephones; responds to routine questions and complaints by
answering questions, searching files and databases, and/or providing information in
accordance with established guidelines.
*Drafts routine correspondence including memos, letters, forms, templates, notices, standard
reports and other documents; edits documents for spelling, grammar, punctuation,
sentence structure and formatting.
*Receives, sorts, and distributes incoming and outgoing mail and performs messenger duties as
required.
*Maintains a department filing system; sorts, files and retrieves documents.
*Operates office equipment including a personal computer with Microsoft Office Suite and
enters data into standard and specialized database programs; maintains updated records
and generates reports as needed.
*Orders department -specific supplies and materials as directed by the superintendent; may
research costs and options.
*Conducts other research and surveys for the superintendent as requested.
*Issues excavation permits; schedules inspections; maintains list of contractors insurance and
license & permit bonds, ensuring all are current and on file before issuance of permits.
*Issues water meters and provides information on remote reader setup; works with utility billing
to schedule date for water service to begin.
*Issues water use permits for residents and contractors and issues appropriate equipment needed;
calculates billing for submittal to City Hall.
*Maintain records on materials and parts used, repair and maintenance work done and project
costs.
Office Specialist
City of Otsego
*May assist in recording hours worked for department staff including overtime, sick leave and
vacation use, and holidays; may enter job codes for various projects.
*May code data for miscellaneous billing, including labor, material and vehicle costs, vehicle
time and mileage and materials used.
*Receives department invoices, may track shipments received and compare to contracts;
provides invoices to supervisory staff for approval and codes to specific accounts or
projects.
*Enters data into spreadsheets, to sort and track information and statistics or for billing purposes,
and print reports; may create spreadsheets.
*Maintains and troubleshoots fuel program, runs weekly reports, and special reports upon
request.
*Searches and retrieves "as -built" records and conducts property searches for the Public Works
Superintendent.
Orders uniforms, maintains records and submits billing to Finance.
*Gathers, enters and tracks information in database software for use in required reporting,
inventory management and/or budget preparation.
May assist in the sign shop designing and printing signs and banners.
*Makes copies, sends and receives emails and faxes for self and others and collates documents.
*May make arrangements for conferences, training or meetings for department; may prepare or
retrieve information or documents and/or assist with scheduling, notification and
registration.
Performs other duties as needed or required.
KNOWLEDGE, SKILLS, AND ABILITIES
*Considerable knowledge of standard word processing, spreadsheet and database software.
*Considerable knowledge of standard office operations and equipment.
*Working knowledge of department -specific operations, terminology and processes.
*Working skill in operating standard office equipment including a personal computer with
standard word processing and spreadsheet software and both standard and specialized
database management software.
*Considerable ability to follow oral and written instructions and guidelines.
*Considerable ability to communicate effectively and to develop and maintain relationships with
City staff, the general public and related agency and organization staff.
*Considerable ability to maintain accurate records, track projects and processes, and to organize
and maintain a moderately complex filing system.
*Considerable ability to sit for extended periods of time and to use fine motor skills to
manipulate data while working on the computer.
*Working ability to work independently, prioritize work and meet deadlines.
*Working ability to organize and streamline processes and to ensure processes flow smoothly
and necessary steps are taken in a timely manner.
*Working ability to be resourceful, detail -oriented, accurate and thorough.
*Working ability to analyze information and to prepare documents and files.
*Working ability to see, read and understand written materials and computer screens.
Office Specialist
City of Otsego
*Working ability to bend, reach, push and pull.
MINIMUM QUALIFICATIONS
One year of administrative support experience that included regular use of a personal computer
with word-processing and spreadsheet software (or an equivalent combination of training and
experience).
Prefer administrative support experience in maintenance or repair operations.
*Note: Asterisked items are essential to the job.