Public Works Administration - Admin 1

Thank you for your interest in employment with the City of Lebanon. Applicants must use their own personal email address when applying. If you are using someone else’s email address, your application will be rejected. A completed application is required for your application to be considered and reviewed by the hiring manager. Do not leave blanks and do not skip the application questionnaire. Please also ensure you are filling out all employment history as well.

GENERAL DEFINITION OF WORK
Under the supervision of the Public Works Director, performs administrative/clerical activities to assist the Public Works team. May also support Public Works divisions management staff in facilitating the administrative procedures relating to the programs and services offered to the community. Performs a wide variety of assignments involving general clerical support and administrative functions of the department, which do not require the attention of or cannot be handled by a department manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES

Included the following but are not limited to:

• Greet and welcome guests, guiding them to the appropriate person or office.
• Handle initial inquiries by answering, screening, and forwarding phone calls; take messages; and manage other communication channels such as emails and mail.
• Maintain calendars, schedule meetings, and book appointments for staff.
• Perform various clerical tasks, including filing, data entry, photocopying, and ordering office supplies.
• Keep the reception area clean, organized, and professional in appearance.
• Keep records updated and ensure office information is current.
• Prepare purchase requisitions from department staff and submit them for purchase orders.
• Monitor office supply inventory and coordinate replenishments as needed.
• Organize your workload, set priorities, meet deadlines, and coordinate activities with other Public Works departments to ensure timely completion.
• Review written materials for completeness, accuracy in grammar, clerical details, arithmetic, and compliance with standards, making corrections as needed.
• Perform various clerical duties such as preparing purchase orders, expense reports, periodic activity reports, and other necessary documents.
• Candidate must demonstrate consistent and dependable attendance to ensure smooth daily operations.
• Other duties assigned by the Public Works Director.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of business English and arithmetic.
• Ability to establish and maintain an effective working relationship with the public and other employees.
• Possession of discretion, diplomacy, and judgment in dealing with citizens and coworkers.
• Experience with or ability to quickly learn specialized software programs and applications specific to the work unit, including web-based and web-related applications.
• Ability to work and interact effectively with members of outside agencies as well as the general public.
• Ability to quickly learn and apply complex policies, procedures, and regulations.

SPECIAL REQUIREMENTS

• Work involves extensive phone contact with the public and an ability to deal efficiently and effectively with irate or difficult citizens.
• Ability to learn and administer the Lebanon City works program.

LANGUAGE SKILLS

• Ability to read, comprehend, and interpret instructions, short correspondence, reports, and memos.
• Ability to write clear, concise, and professional correspondence, emails, and reports.
• Ability to effectively present information verbally in one-on-one and small group settings to customers, clients, and colleagues.
• Strong listening skills to understand instructions, inquiries, and information accurately.
• Ability to communicate professionally, courteously, and effectively with individuals at all organizational levels.
• Ability to follow written and oral directions accurately and consistently.

SOFTWARE & COMPUTER SKILLS

• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience with data entry, database management, and maintaining electronic records.
• Familiarity with scheduling and calendar management software.
• Ability to learn and adapt to new office and administrative software quickly.
• Basic experience with document management systems and electronic filing.
• Ability to create, edit, and format professional documents, spreadsheets, and presentations.
• Strong Data Entry, keyboarding skills at least 30 WPM with minimal errors are strongly desired.

EDUCATON
H.S. Diploma or G.E.D. is required. Completion of college coursework from an accredited college, technical school, or university with coursework in general business or office practices is a plus but not required.
EXPERIENCE
Minimum of 1 to 2 years of administrative assistant or related experience is strongly desired. An equivalent combination of education, professional certifications, computer program use, or experience will be considered.
DRIVER LICENSE
Valid Tennessee Driver's License and clear driving record are required.
PHYSICAL DEMANDS, WORK ENVIROMENT, AND REASONABL ACCOMADATION
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. While performing the duties of this job, the employee is frequently required to talk or hear. The employee is also required to stand; walk; sit; use hands to finger, and to handle or feel objects, tools, or controls. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, use of measuring devices, determining the accuracy and thoroughness of work and observing general surroundings and activities. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds or more.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job is performed generally in an office environment using general office equipment. Some travel between City offices is required to conduct meetings and do inspections. The noise level in the work environment is usually quiet. Attendance at council meetings, work sessions and other meetings may be required, as directed by the Public Works Director.
It shall be the responsibility of the City of Lebanon Public Works Director to assess the type(s) of reasonable accommodations which may be necessary to allow the individual to perform the essential functions of this role and to provide such necessary reasonable accommodations to a qualified individual with a disability, provided that nothing herein shall be construed to require the provision of reasonable accommodations if doing so will impose an undue hardship on the employing agency or a direct threat to the safety of himself/herself or others.

ADDITIONAL INFORMATION
The City provides full time employees with a comprehensive benefits package that includes a generous PTO, 14 paid holidays, health, dental, vision, life, disability and a retirement package that includes pension and 401k.