Administrative Assistant - Public Works

JOB SNAPSHOT

This full-time position provides comprehensive administrative and operational support to the Department of Public Works. The Administrative Assistant serves as the department's primary administrative resource by coordinating communications, maintaining records, supporting financial and operational processes, and assisting with the efficient delivery of public works services.

Working closely with the Director of Public Works, department staff, other City departments, contractors, consultants, and the public, this position supports the daily operations of the City's streets, utilities, parks, fleet, facilities, and other public infrastructure while providing exceptional customer service.

OUR IDEAL CANDIDATE

Our ideal candidate is a highly organized and collaborative professional with strong communication and customer service skills, capable of multitasking multiple priorities in a fast-paced municipal environment. They are detail-oriented, adaptable, and technologically proficient, with experience supporting public works, utilities, infrastructure, or municipal operations. This individual builds positive working relationships with staff, contractors, residents, and community partners while providing dependable administrative support. A proactive problem-solver with a service-minded attitude, the successful candidate is eager to learn, committed to teamwork, and able to effectively support the planning, coordination, and communication of City projects and operations.

RESPONSIBILITIES & DUTIES

An employee in this position may be called upon to do any or all of the following: (This list may not be wholly inclusive of expected tasks.)

· Performs a wide variety of skilled clerical duties in a public contact setting.

• Coordinates the creation, distribution, tracking, and completion of work orders.
• Maintains communication with residents regarding concerns.
• Assists with the application, approval, and administration of right of way permits and fire hydrant rentals.
• Creates, organizes, and maintains digital department records such as drawing, notes, and maps.
• Assist with maintaining Geographic Information System (GIS) records and infrastructure mapping.
• Support administration of the City's Advanced Metering Infrastructure (AMI) system and customer portal.

· Maintain and organize departmental policies, standard operating procedures (SOPs), forms, and records to promote consistency, compliance, and operational efficiency.

· Maintains various schedules and logs. May be required to schedule appointments.

· Assist with coordinating public engagement activities and community outreach.

· Coordinate employee training schedules and maintain training and certification records.

• Maintain inventory and purchase supplies as needed.
• Code invoices for accounts payable and miscellaneous receivables.
• Assist with preparation and monitoring of the budget.
• Prepare and submit annual reports required by regulatory agencies.

· Assist with grant administration, capital improvement project documentation, and special projects.

· Performs related work as required.

MINIMUM QUALIFICATIONS

· A minimum of a High School Diploma or GED is required.

· Supplemental training or education in general office practices is preferred.

Clerical experience related to municipal government, utilities, parks, or other public works infrastructure is also preferrable.

JOB-BASED COMPETENCIES

Personable, with strong interpersonal skills and the ability to work effectively and professionally with a wide range of people.

Knowledgeable, of computers and electronic data processing – specifically skilled and familiar with Microsoft Word, Excel and PowerPoint.

Proficient, in the realm of modern office terminology, procedures and practices, as well as grammar, spelling and arithmetic.

Communicative, with the ability to clearly and effectively communicate both verbally and in writing the conveyance or exchange of information.

Professional, with the ability to effectively multi-task in sometimes stressful situations.

Teachable, with the willingness and ability to learn and adapt to a changing work environment.

Organized, with the ability to maintain clerical records and prepare correspondence and reports.

Relational, with the ability to establish and maintain effective working relationships with city officials, associates and the general public.

Supportive, with the willingness to go above and beyond to help those in need.

COMPENSATION & BENEFITS

· This position is non-exempt with wage range of $19.01 - $25.31 per hour.

· A generous benefits package that includes:

o Medical – 82% employer paid premium

o Dental – employer paid

o Vision – employer paid

o Life/Disability – employer paid

o Flex Spending Accounts

o Employee Assistance Program

· Defined Contribution Retirement Plan (401A) with up to 11% employer contribution with 2% employee contribution.

· Vacation, Holiday, Sick, and Personal leave banks

· Access to City owned gym, and other facility perks.

· Participation in the City’s Wellness program.

TOOLS & EQUIPMENT USED

Telephone; personal computer; postage machine; copy machine; fax machine. This individual should be comfortable with Microsoft Office Suites as well as have an ability to learn geographic information system software, work order management system, and utility and permitting software.

SUPERVISION RECEIVED

Work is performed under the general supervision of the Director of Public Works.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is occasionally required to reach with hands and arms; stand; walk; and use hands to finger, handle, feel or operate objects, tools or controls. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Assigned tasks take place mostly in an office setting. The noise level in the work environment is usually moderately quiet.SELECTION GUIDELINESFormal application, rating of education and experience; oral interview and reference check; final selection and drug screen. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.

Pay: $19.01 - $25.31 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $19 - $25