Office Assistant-Public Works

Job Title: Office Assistant

Department: Public Works

Immediate Supervisor: Director of Public Works

Supervises: None

Status: Full-time

Pay Grade: NE5 - $17.79 - $24.05

Hiring Range: $17.79 - $20.94

Classification: Non-exempt / eligible for overtime

Primary Place of Work: Public Works Building 

JOB DESCRIPTION:  Office Assistant- Public Works Department

Primary Responsibilities:  Support the Public Works Department Director, Roads Infrastructure Coordinator/Right-of-Way and the Road & Bridge Team Supervisor in addition to Fleet Division and the Solid Waste Department by providing clerical assistance, assisting with internal and external communications and maintaining organized computerized filing systems. Assist county residents and customers with questions, concerns and requests. The duties listed below are representative of, but do not necessarily include, all the duties and responsibilities that an individual in this position may be called upon to perform.

Job Duties:

• Answer and appropriately route all incoming phone calls and email correspondence, process mail and package deliveries.
• Monitor radio transmissions and route appropriately, act as the Public Works information resource., report and track cut utility lines.
• Assist in the employee hiring process.
• Compile and submit monthly reports to the Director.
• Maintain office supply inventory, report repair requests for the buildings within the department.
• Serve on the Digital Content Committee and oversee the department page on the county website.
• Record all road maintenance materials coming into the facility, daily water usage, utility locates into corresponding tracking spreadsheets.
• Performs departmental accounting functions, including accounts receivable, deposit processing, accounts payable, financial recordkeeping, monthly reconciliations, payment system support, and year-end financial reporting. Ensures accurate tracking of revenues and expenditures across Public Works operations, including permitting, Fleet, Right-of-Way (ROW), Road & Bridge, and Transfer Station activities, while maintaining compliance with financial policies and procedures.
• Provide assistance to the Director in the preparation and administration of the Public Works and Solid Waste departments budgetary process, including collecting, organizing and researching budget materials and clerical support.
• Assist with all aspects of the County Fueling Station; repairs, outages (manual dispensing), fuel deliveries, cost per gallon, set up new vehicles, replace lost or malfunctioning fuel keys, monthly invoicing to each department and the school district. Annual registration renewal with the State of Colorado.  Fleet; maintain and share with appropriate departments accurate county vehicle list, assist with use of the loaner vehicle.
• Log individual water agreements and water drawn from metered water sources throughout the county; prepare and send monthly reports to county legal representation, each entity and the State of Colorado, provide end of year accounting.
• Provide assistance with establishing and maintaining the departments workplace safety plan, maintain safety gear supply inventory, serve on the Safety Committee.
• Record loads of trash, recycled materials and mulch going out of the facility in corresponding tracking spreadsheets.
• Track the Free Trash Day Token program; monthly reporting, annual setup of resident property list, provide residents with their tokens.
• Track the Transfer Station punch card inventory; monthly reconciliation, resupply cashier supply. Order additional cards as needed.
• Contact electronic waste recycling company for E-waste pickups as needed, track settlement reports and certificate of recycling and data destruction paperwork.
• Track Waste Tire Recycling program; contact recycling company for waste tire pickups as needed, track manifests, annual safety training, annual reporting and license renewal with the State of Colorado.
• Performs other duties as assigned.
• Cross-trains others as needed. 

Ability to:

• Establish and maintain courteous and effective working relationships with employees, the public and other agencies.
• Organize work, set priorities, meet critical deadlines and follow up on assignments.
• Work efficiently and effectively as a team member within the department.
• Accurately and effectively transmit and receive information that is necessary to the accomplishment of goals and objectives, including effective written and oral communications in English and the ability to listen.
• Exercise independent judgement.
• Understand and follow complex oral and written instructions.
• Maintain a high level of professionalism and diplomacy with customers and residents.

Working Conditions:

• Full-Time position; office hours are Monday – Thursday, 7:00 AM – 5:30 PM
• Works under the direct supervision of the Public Works Director

Minimum job requirements:

• Must possess FEMA ICS 100 and 700 certifications within 6 months of employment (County supported after hired)
• Must have a valid Colorado Driver’s License without any restrictions due to driving record. Must also be able to drive a county vehicle.

Salary : $5 - $18