Administrative Assistant I - Utility Services

Under general supervision of the Assistant Director of Public Works/Operations, performs administrative, clerical, financial, and customer service support for the Public Works Department. This position serves as a point of contact for the public, supports departmental staff with purchasing, payroll, and budget tracking, and ensures accurate recordkeeping and reporting in accordance with established procedures.

• Provides administrative and secretarial support for the Public Works Department, including typing, data entry, filing, proofreading, copying, and operating standard office equipment.
• Serves as a point of contact for incoming calls and visitors; receives and documents service requests related to sidewalks, drainage, and other Public Works issues and routes information appropriately.
• Assists the public by providing accurate information regarding Public Works programs, projects, and procedures in a professional and courteous manner.
• Processes daily invoices, expense reports, and receipts; ensures documentation is complete and submitted in accordance with established procedures.
• Assists with entering purchase orders and tracking expenditures using the Town’s financial system and departmental spreadsheets.
• Pulls financial and budget-related reports from Tyler; maintains basic ledgers and notifies supervisors of discrepancies or potential funding concerns.
• Assists with payroll and time reporting activities; refers payroll discrepancies or concerns to supervisory staff.
• Coordinates travel-related paperwork, reimbursements, and uniform orders; submits documentation for payment processing.
• Schedules interviews and assists with routine Human Resources coordination as needed.
• Supports the sidewalk program and other Public Works initiatives by assisting supervisors and staff with administrative coordination and documentation.
• Maintains departmental records in accordance with the Records Management System.
• Assists with preparing correspondence, reports, forms, mail merges, and other documents using Microsoft Word and Excel.
• Orders and maintains inventory of office supplies and related materials.
• Adheres to the personnel, safety, and department policies and procedures.
• Assists other coworkers as needed.
• Performs other duties as assigned.

Minimum Qualifications

• High School Diploma or GED required.
• Minimum of three years of general office experience required.

Physical Abilities
The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.* 

• Must be able to type, see, read, talk, hear, and write to perform essential duties.
• Must be able to lift boxed documents up to 52 pounds with a dolly.

* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Desired Qualifications

• Prior municipal experience is preferred.

 
Knowledge/ Skills / Abilities

• Knowledge of office practices and procedures, including records management and administrative workflows.
• Knowledge of budget tracking, payroll support, and financial documentation processes.
• Skilled in communication, both oral and written, including spelling, grammar, punctuation, and sentence structure.
• Skilled in typing, data entry, and computer operations with speed and accuracy.
• Skilled in using office software including Microsoft Office.
• Skilled in preparing and reviewing documents, agendas, minutes, and correspondence.
• Ability to understand and carry out oral and written directives, prioritize multiple tasks, maintain professionalism under pressure, and meet deadlines effectively.
• Ability to maintain confidentiality of sensitive information and work cooperatively with coworkers, supervisors, vendors, and citizens.