What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT - PUBLIC WORKS DEPARTMENT - (2025-21) position at City of DeFuniak Springs?
The City of DeFuniak Springs is an Equal Opportunity, E-Verify and Drug Free Workplace Employer.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performance of their duties just as though they were actually written out in this job description. Management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
Job Summary
Under the direction of the Public Works Director and/or their designees, performs a variety of routine and complex professional administrative, clerical, technical, and confidential work, performing day-to-day tasks necessary to ensure accurate and timely performance of duties. This position requires the ability to work independently, exercising good judgement and initiative.
Essential Job Functions
The following statements describe the principal functions of this job and its scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Serves as confidential Administrative Assistant to the Public Works Department.
Provides clerical and administrative support to Public Works Department, including but not limited to routine office tasks, creating forms, reports, and other documents as requested, preparing and maintaining calendar for department operations, distributing mail, ordering supplies, uniforms, and equipment, processing department correspondence, receiving and routing telephone calls, greeting visitors, responding to inquiries and public records requests for the department.
Assists with the daily functions of the Public Works Department.
Assists in writing, revising, editing, and proofreading departmental policies, procedures and other related documents as needed.
Prepares and manages correspondence, assists with travel details for business trips, and coordinates and schedules meetings and appointments as directed by the Public Works Director.
Schedules meetings, prepares agenda, and takes minutes for meetings, as required.
Assists with reviewing timesheets to be submitted to payroll as needed and conducts follow-up on payroll issues for the Public Works Department.
Prepares bi-weekly employee provided vehicle report to be submitted to finance for payroll purposes.
Maintain, coordinate and oversee City facility rentals and ensure appropriate staff are notified of scheduled events.
Maintains all sensitive and confidential files, records, and materials specific to the office of the Public Works Director.
Reviews and manages electronic communications received by the Public Works Department, as needed or requested, and maintains in confidence any confidential materials contained therein.
Assists in the preparation of budget information and presentations.
Assists in preparation of bid specification packages, as required.
Assists in preparing and submitting agenda requests.
Assists in issuing public service announcements for interruptions in service, road closures, and other matters related to public works.
Maintains Public Works Department inventory.
Knowledge of office management, personnel, financial, and administrative practices.
Knowledge of computers and job-related software programs.
Skilled in operation of Microsoft Office computer programs and other office equipment.
Skilled in creating ideas that improve production, organizational performance, or result in cost or time savings for the department.
Skilled in establishing and maintaining effective work relationships and communicating in a positive and respectful manner with City staff, officials, other government and private agency officials, and the general public.
Skilled in dealing with customers and able to handle stressful situations
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performance of their duties just as though they were actually written out in this job description. Management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
Job Summary
Under the direction of the Public Works Director and/or their designees, performs a variety of routine and complex professional administrative, clerical, technical, and confidential work, performing day-to-day tasks necessary to ensure accurate and timely performance of duties. This position requires the ability to work independently, exercising good judgement and initiative.
Essential Job Functions
The following statements describe the principal functions of this job and its scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Serves as confidential Administrative Assistant to the Public Works Department.
Provides clerical and administrative support to Public Works Department, including but not limited to routine office tasks, creating forms, reports, and other documents as requested, preparing and maintaining calendar for department operations, distributing mail, ordering supplies, uniforms, and equipment, processing department correspondence, receiving and routing telephone calls, greeting visitors, responding to inquiries and public records requests for the department.
Assists with the daily functions of the Public Works Department.
Assists in writing, revising, editing, and proofreading departmental policies, procedures and other related documents as needed.
Prepares and manages correspondence, assists with travel details for business trips, and coordinates and schedules meetings and appointments as directed by the Public Works Director.
Schedules meetings, prepares agenda, and takes minutes for meetings, as required.
Assists with reviewing timesheets to be submitted to payroll as needed and conducts follow-up on payroll issues for the Public Works Department.
Prepares bi-weekly employee provided vehicle report to be submitted to finance for payroll purposes.
Maintain, coordinate and oversee City facility rentals and ensure appropriate staff are notified of scheduled events.
Maintains all sensitive and confidential files, records, and materials specific to the office of the Public Works Director.
Reviews and manages electronic communications received by the Public Works Department, as needed or requested, and maintains in confidence any confidential materials contained therein.
Assists in the preparation of budget information and presentations.
Assists in preparation of bid specification packages, as required.
Assists in preparing and submitting agenda requests.
Assists in issuing public service announcements for interruptions in service, road closures, and other matters related to public works.
Maintains Public Works Department inventory.
- Processes purchase orders, invoices, expense reports for the Public Works Department; tracks and monitors invoices charged against purchase authorizations and purchase requisitions.
- Maint ins line spot information, ticket entry applications and contact information for the Florida Sunshine One Call Dig Center.
- Generates work orders for divisions of the Public Works Department, as required.
- Organizes and maintains Public Works Department records and files.
- Works as a team member with other support staff to ensure smooth operation of day-to-day business within the Public Works Department.
- Develop educational and community outreach presentation materials.
- Participates in and completes special projects as required.
- Participates on committees and with events as needed.
- Attends City meetings and workshops as required.
- Adheres to work schedule and attendance requirements.
- Adheres to all safety rules and regulations.
- Performs other duties as directed and required.
- Must create a positive public image as a representative of the City.
Knowledge of office management, personnel, financial, and administrative practices.
Knowledge of computers and job-related software programs.
Skilled in operation of Microsoft Office computer programs and other office equipment.
Skilled in creating ideas that improve production, organizational performance, or result in cost or time savings for the department.
Skilled in establishing and maintaining effective work relationships and communicating in a positive and respectful manner with City staff, officials, other government and private agency officials, and the general public.
Skilled in dealing with customers and able to handle stressful situations
