Job title: Administrative Assistant
Department: Public Works Division
Salary: $38,668
Full-Time w/Benefits
Reports To: Public Works Director FLSA Classification: Full Time, Exempt
Date Revised: July 2026 Department: Public Works
Position Summary
The purpose of this position is to provide responsible administrative, secretarial, and clerical assistance to the Public Works Director and other department managers to ensure effective and efficient office operations. The position represents the City to the public and provides professional, courteous customer service at all times; comprehends, monitors, and assists with multiple departmental budgets involving multiple expenditures; participates as a member of the department’s Safety Committee; is cross trained to provide coverage for Cemetery Administration functions as needed; and performs related duties as assigned. Work is performed within a general outline of duties under general supervision.
Position Responsibilities – Essential Job Functions
To ensure the greatest possible protection for employees in the workplace, the City of Anderson requires cooperative efforts of all employees with help in establishing and maintaining a safe and helpful work environment.
The City of Anderson requires that PPE (Personal Protective Equipment) be used by employees whenever workplace hazards are discovered that could damage any part of the body. In addition, the City of Anderson requires all employees to wear PPE, such as but not limited to, safety glasses, face shields, safety shoes, hearing protection (ear plugs/earmuffs), gloves, etc. as required by their job duties. PPE is to be used as a tool to eliminate and/or reduce the hazards employees face in their daily job duties.
PPE is not to be used and will not be used as a substitute for safe work practices, machine guards, or other controls designed by equipment manufacturers or other engineering sources. PPE is to be used in conjunction with these controls to increase employee protection.
The tasks listed below represent the majority of the work performed. Employees within this classification may be assigned different primary functional responsibilities based on departmental operational needs. Management may assign additional tasks related to the type of work of this position as necessary. Employees are expected to maintain proficiency in designated cross-training areas and provide operational backup to ensure continuity of services.
- Provides administrative and secretarial support to the Public Works Director and department managers, including scheduling meetings, preparing correspondence, reports, confidential documents, and coordinating travel arrangements.
Evaluates office operations and recommends improvements to maintain productivity, efficiency, and effective customer service.
- Assist supervisors in planning and implementing department programs, activities, and services.
Prepares, types, copies, files, processes, mails, and distributes forms, correspondence, reports, agreements, contracts, and related documents.
- Establishes, maintains, and updates department filing, recordkeeping, and document management systems.
Audits and prepares payroll for Public Works departments, ensuring accuracy and compliance with applicable policies and regulations, subject to supervisory approval.
- Maintains departmental records in accordance with applicable federal and state laws, City records retention schedules, and departmental policies and procedures to ensure the accuracy, security, and accessibility of official records.
Compiles data and prepares statistical, budgetary, financial, operational, and annual reports.
- Assists with monitoring departmental budgets, expenditures, invoice processing, and financial documentation as assigned.
Computes street cut and concrete charges for billing to Electric City Utilities.
- May be appointed to serve as the Division Liaison for an assigned division, responsible for the monthly collection, review, reconciliation, and maintenance of purchasing card statements, receipts, and supporting documentation in accordance with City policies.
- Utilizes and maintains departmental software applications and information systems, including but not limited to Legacy Mark, OpenGov (Cartegraph), SmartFusion,, Microsoft Office applications, and other software necessary to support departmental operations, reporting, recordkeeping, and customer service.
- Answers telephones, greets visitors, provides accurate information, routes calls appropriately, and provides professional customer service.
- Performs routine clerical duties including data entry, spreadsheet preparation, ordering supplies, processing mail, maintaining logs, and utilizing departmental software systems.
- Receives, researches, and responds to inquiries from City departments, agencies, organizations, professionals, vendors, and the public.
- May provide work coordination, guidance, training, and assistance to clerical staff.
Attends staff, committee, and City meetings and may represent the Public Works Director or department management when requested.
- May be appointed to serve as the Public Works Administration Safety Coordinator and, when designated, may represent the department on the City Safety Committee by coordinating departmental safety initiatives, assisting with safety compliance activities, communicating safety information to staff, and supporting implementation of City safety programs.
Participate in training, meetings, seminars, and workshops to enhance job knowledge, technical skills, and professional development.
- May assist the Public Works Department during after-hour emergencies, severe weather events, natural disasters, or other operational incidents by performing administrative, logistical, communication, documentation, or other support functions necessary to maintain continuity of City operations.
- Performs special projects and other related duties as assigned by management.
It is understood that every incidental duty connected with operations detailed in this job description are not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions and as requested by the discretion of management of the City.
Position Responsibilities – Additional Job Functions
CROSS-TRAINING AND OPERATIONAL BACKUP RESPONSIBILITIES
Employees within this classification are expected to maintain sufficient knowledge and proficiency in designated cross-training assignments to ensure continuity of operations. Depending upon departmental assignment, employees may serve as the primary or secondary backup for designated operational areas.
CEMETERY ADMINISTRATION (CROSS-TRAINING / COVERAGE DUTIES)
The following duties are performed on a cross-training or coverage basis to ensure continuity of operations:
- Serves as the primary or secondary backup to the Cemetery Administration Assistant to ensure continuity of cemetery operations during absences, workload fluctuations, or other operational needs.
- Provides professional and compassionate assistance to families regarding cemetery services, burial arrangements, and related inquiries.
- Coordinates with funeral homes, monument companies, contractors, and other service providers.
Locates gravesites and maintains burial records, cemetery maps, databases, and related documentation.
- Receives and processes payments for cemetery services in accordance with City policies and established financial procedures.
- Prepares cemetery deeds, contracts, permits, interment authorizations, and other related documents.
Maintains cemetery records in compliance with applicable laws, regulations, record retention requirements, and City policies.
- Maintains confidentiality, professionalism, and sensitivity when interacting with grieving families and the public.
Performs related duties and other responsibilities as assigned to support departmental operations.
Essential Skills and Experience
Knowledge of:
- Administrative, clerical, and secretarial principles and practices
- Office procedures, recordkeeping systems, and document management
- Budget preparation, monitoring, and expenditure tracking
- Basic accounting, billing, and payment processing
- Workplace safety practices and Safety Committee functions
- Cemetery administration practices for coverage purposes
- Applicable laws, regulations, policies, and procedures
Skill in:
- Managing multiple priorities with accuracy and attention to detail
- Utilizing multiple software systems and databases to manage records, payroll, financial information, purchasing documentation, reporting, and departmental operations.
- Preparing reports, correspondence, spreadsheets, and budget documents
- Using standard office equipment and software applications
- Clear and professional oral and written communication
- Providing courteous and compassionate customer service
- Maintaining accurate records and handling confidential information
Ability to:
- Adapt to changing operational priorities and perform multiple functional assignments within the department.
- Monitor and assist with multiple budgets and expenditures
- Analyze data and prepare accurate reports
- Learn and apply City policies and procedures
- Work independently with sound judgment and discretion
- Establish effective working relationships
- Maintain proficiency in designated cross-training assignments to ensure continuity of departmental operations.
- Maintain professionalism and confidentiality
- Learn and use Public Works software systems, including Legacy Mark, Cartegraph, SmartFusion, and other required programs.
- Exercise sound judgment when handling confidential, financial, personnel, and sensitive information.
Beneficial Skills and Experience
VOCATIONAL / EDUCATIONAL AND EXPERIENCE PREPARATION
Associate’s degree, vocational-technical degree, or specialized training equivalent to two years of college education with emphasis in business, secretarial science, office management, or a related field preferred.
Experience Requirement: Over two years and up to and including four years of related experience preferred.
COMPUTER SKILLS
General knowledge of Microsoft Office applications including Outlook, Access, Excel, Exchange, OneDrive, PowerPoint, Publisher, and Word, or similar software.
SPECIAL CERTIFICATIONS AND LICENSES
Must possess a valid state driver’s license.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
Physical Requirements: Sedentary work involving occasional walking or standing and exerting up to 10 pounds of force.
Environmental Hazards: No known environmental hazards.
Sensory Requirements: Normal visual acuity, hearing, speaking ability, and color perception.
JUDGMENTS AND DECISIONS
Responsible for guiding others and making frequent decisions that affect co-workers and service delivery. Work is performed in a dynamic environment with established procedures and varied situations.
ADA Compliance
The City of Anderson is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.
