Position Summary

Responsible for administrative support for the central garage and utilities divisions. Performs administrative functions and support to utilities and central garage divisions of the public works department. Works under the general supervision of the Deputy Director of Public Works.

Examples of Duties

Administrative

• Responsible for managing the day to day record keeping operations of the central garage, including but not limited to maintaining inventory control, maintaining the fuel system, coordinating preventative maintenance schedules, accounting for all costs associated with the central garage. Works together with the Finance Department and other departments to ensure that the fleet is operated and maintained in the most cost-effective manner.
• Manages purchasing and accounts payable for the central garage and utilities divisions and assists in budget preparation.
• Responsible for all licensing of central garage inventory.
• Manages purchasing and accounts payable for the central garage division. Coordinates vehicle and equipment auction record keeping. Provides accident and insurance paperwork. Coordinates asset management pertaining to the fleet management systems.
• Provides backup clerical and phone support for Public Works Department.
• Maintains the Public Works Department emergency management, safety, training and Labor Management Committee programs' record systems (training records, MSDSs, contact lists, OSHA related records, policies and procedures, serves as the secretary to the Public Works Labor Management Committee, etc.).
• Administers tracking, inspections, testing and reporting for drinking water, sanitary sewer and storm sewer utilities.
• Reviews time charged against equipment work orders, assists with work order entry, and calculates and produces report of mechanics chargeable time for Central Garage
• Conducts research projects as requested by the deputy director of public works or utilities supervisor.
• Assists in maintaining and implementing utility plan strategies and requirements as assigned (e.g. Wellhead Protection plan, etc.).
• Records daily confined space entry log and dispatches on two-way communication systems.

• Responds to public inquiries over the phone, via letter/e-mail and in person regarding departmental policies, procedures, services, and construction projects. Investigates problems as indicated and makes contacts as necessary to work out solutions.
• Prepares reports, contract specifications and documents, legal documents, correspondence, and other material.
• Handles confidential telephone calls, typing, and filing for the deputy director of public works, and other public works division supervisors.
• Handles incoming and outgoing mail.
• Coordinates mass mailings to property owners.
• Performs secretarial and clerical functions for the central garage and utilities divisions as required.
• Operates various office, digitizing and duplicating equipment. Uses computer software pertaining to spreadsheets, word processing, database, digital archiving, publishing, presentations, and other applications.
• Prepares spreadsheets for pay estimates, assessments, and technical computations and prepares word processing documents.
• Performs other duties as assigned or apparent.

Minimum Qualifications

• Must be able to type 60 words per minute
• High School Diploma, GED or equivalent.
• Computer experience using word processing and spreadsheet applications.

Supplemental Information

Desired Qualifications

• Three to five years secretarial/clerical work experience preferred.
• Two years general college or equivalent business courses.
• Ability to speak, read or write any language other than English, including sign language.

Regular full-time employees are eligible for City benefits. The City offers a benefit package that includes health, dental, long and short term disability, life insurance, and deferred compensation.