SUMMARY

This position provides administrative support for the Public Works Department. This is accomplished by maintaining records using various systems and software. This position is responsible for gathering and analyzing statistical data and handling projects when required. This position must be knowledgeable in the principles of organization, planning, and general office procedures. Must possess the ability to follow oral and written instructions and can work well in a team environment. Must be able to use judgement in handling calls, visitors, and mail. Other responsibilities include completing department specific duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Answers incoming calls and routes calls to appropriate employees. Assigns work orders to appropriate staff. Serves as department dispatcher using radio system. Must be able to analyze situations and make quick decisions when dispatching calls. May be required to multi-task and prioritize in a high-volume, high-pressure work environment during emergency situations.

1. Provides administrative support to Public Works Director, Office Manager, Division Managers, Engineering and Field staff. Duties include preparing reports, correspondence, memorandums and creating educational flyers.

1. Schedules interviews, meetings, and department wide training events.

1. Maintains department file systems, ensures confidentiality and security of all information. Performs department record retention in accordance with records retention guidelines. Prepares records for storage and/or destruction. Maintains inventory of all department files and records.

1. Prepares accounts payable for submission to the Finance Department. Reviews monthly purchase card and travel expenses report to ensure accuracy of account coding.

1. Perform Human Resources duties for the Department to include new employee processing and maintaining confidential employee personnel files. Serves as timekeeper for the Public Works Department in all aspects to include entry and coding of special pay, review time off usage for the purpose of overtime and comp earned eligibility, conducts final review and submission of timesheets for all Departmental personnel, prepares reports and collects data for overtime tracking and attendance.

1. Maintains inventory and distribution of uniforms and office supplies for all divisions of Public Works.

1. May perform other projects and handle special assignments as required.

1. Regular and timely attendance is required, as well as the ability to get along with others in a professional and cordial manner.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities but may direct the work of other support staff.

QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associates Degree preferred; orcombination of High School diploma / GED and two years related experience.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Texas Driver’s license.

SPECIALIZED KSA’S

Demonstrated knowledge of computer software programs such as Microsoft Word, Excel, PowerPoint, and other relevant programs, and operation of various office equipment such as printers, fax machines and copiers. Keyboarding/typing skills.

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 regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to walk. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl, and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required for this job include close vision, color vision, and 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.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, outdoor weather conditions, and risk of electrical shock. The noise level in the work environment is usually moderate.