Public Works Administrative Assistant

TITLE:                                   Administrative Assistant

DEPARTMENT:                  Public Works

REPORTS TO:                    Public Works Director

SUPERVISES:                     None

WAGE RANGE:                   $23.39 - $27.93/ hr

                                                Full-Time

NATURE OF WORK

The successful applicant will provide customer service, administrative, and technical assistance to expedite the activities of the Public Works Department’s daily operations, as well as related work required under the direction of supervisory staff. Primary function is to provide a variety of clerical, accounting, and technical assistance including data compilation, analysis, review, meet reporting requirements, project tracking, ROW permit processing, maintain permit/project files, budgeting, and communication with customers, management, and other organizational groups or entities to resolve administrative and technical issues.  The position is under the direction of the Public Works Director, with some latitude allowed for independent judgment and initiative. The principal duties of the position are performed in a general office environment. 

ESSENTIAL DUTIES

• Answers telephones, provides information, and assists customers regarding information pertinent to Public Works; including screening calls and correspondence to determine if referral necessary to appropriate staff members or other departments, and responds to inquiries and complaints as appropriate; and
• Performs preliminary submittal reviews to determine completeness, accuracy, and general conformance with City regulations and routes to appropriate departments and or entities;
• Processes ROW permits and assists customers in completing permit applications; needed documentation, and issues routine permits;
• Prepares, produces, and maintains varied correspondence, technical and statistical reports or other material, involving research, obtaining other documents, organizing, planning presentation of content, distributing communications and correspondence among staff, and updating project records and files;
• Performs a variety of accounting functions including fee determinations, budgeting, accounts payables, invoicing, and financial reports;
• Prepares weekly and monthly departmental statistical reports;
• Prepares and files correspondence, permits, reports, letters, memoranda, spreadsheets, forms, and other administrative material;
• Performs all work duties in accordance with applicable laws, codes, regulations, policies, and procedures;
• Communicates and coordinates regularly with appropriate departments to maximize the effectiveness and efficiency of interdepartmental operations; and,
• Performs all other duties as assigned by the Public Works Director.

QUALIFICATIONS

Knowledge of:

• Basic principles and practices of government administration as related to Public Works processes; and
• General construction techniques and terminology;
• Knowledge of general accounting principles, practices and procedures;
• Project planning and implementation;
• Appropriate Business communication including usage, grammar, spelling, punctuation, and vocabulary; orally and in writing;
• Modern office practices and equipment, including electronic data processing, software (Microsoft Office Business Suite with proficiency in Outlook, Word, Excel, and PowerPoint), Zoom, and other programs applicable to the position;

Ability to:

• Follow written and oral instructions; and
• Read and interpret construction plans, blueprints, designs, maps, diagrams, and related documents;
• Interpret and review permit application, documents, and plans;
• Interpret and explain the Public Works processes;
• Operate standard office equipment, including a personal computer using program applications appropriate to assigned duties;
• Perform mathematical calculations to determine permit fees and cost estimate;
• Prepare a variety of written and verbal reports, correspondence, and documents;
• Communicate effectively and clearly to establish and maintain working relationships with other employees, the public, contractors, and other parties in normal and difficult situations;
• Perform a wide variety of duties and responsibilities with speed and accuracy under the pressure of time-sensitive deadlines;
• Perform multiple tasks simultaneously, including handling interruptions, to complete tasks in a timely manner.

EXPERIENCE AND TRAINING:

• High School diploma or GED equivalent; and
• Two (2) years of post-secondary training or course work in office or business administration, accounting, public administration or related field;
• Three (3) years of increasingly responsible administrative experience in office management, public works or related field; or any equivalent combination of related education and experience; and
• Municipal and construction experience desirable.

PHYSICAL DEMANDS:

• The physical demands and work environment 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.
• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.
• The noise level in the work environment is usually moderately quiet while in the office.

LICENSE/CERTIFICATIONS

• Must possess a valid state driver’s license or ability to obtain one prior to employment and a driving record free of serious or frequent traffic violations.

BENEFITS:

• Medical, dental, vision, and Aflac
• Retirement through the Department of Retirement Systems
• HRA VEBA account
• Group Life Insurance
• PTO including vacation, sick time, paid holidays, and personal holidays.