ADMINISTRATIVE COORDINATOR - PUBLIC WORKS

Under direct supervision, provides administrative and technical support to the Public Works Department by organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. Provides support and assistance to internal and external neighbors regarding Public Works functions and activities. This position requires technical knowledge and background in project planning and scheduling. This position does not supervise other positions and performs related work as required.

• Prepare written documents such as reports to the director and assistant director, department superintendents, city management and city council correspondence, media releases, scripts, program brochures, and department action plans.
• Assist director, assistant director, and superintendents with presentations to city management and city council regarding the work of the Public Works Department.
• Schedule inspections, complete data entry of service request and inspector's comments post inspections.
• Serve as support for answering phones and greeting neighbors; seek to provide information as requested and seek to solve any customer complaints.
• Provide department support with accounts payable and purchasing functions by requesting quotes as needed in accordance with City and State purchasing policies, creating and processing invoices, check requests, requisitions, and purchases orders; assigning account codes, submitting paperwork for payments; maintaining account balances; and reconciling department P-cards.
• Responsible for ensuring financial objectives are met by assisting with the preparation of the annual budget planning documents.
• Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time.
• Provide administrative support by preparing and reviewing correspondence, reports, forms, schedules, presentations, construction documents, and other materials for accuracy and proper format. Schedules appointments, books meeting rooms, and distributes mail. Prepare, proofread reports and complete other clerical duties as needed.
• Maintain records and databases by creating, updating and maintain files and records, creating and maintaining databases, obtaining, and entering information into databases, compiling, and preparing information for reports and researching or searching for information in files and databases. Serve as the Records Liaison for the departments Records Management Program.
• Maintain and organize office supplies.
• Develop and maintain automated tracking systems, organize, establish, and maintain record keeping system for department correspondence, documents, materials, or records as needed.
• Perform any other related duties as required or assigned.

Associates degree plus 4 years related experience and/or training, and 2 years related management experience, or equivalent combination of education and experience.
Must possess a valid Class "C" driver’s license when hired.
Basic: 10-Key, Accounting, Alphanumeric Data Entry, Contact Management, Database, Spreadsheet, Word Processing/Typing is required.
Must pass a pre-employment drug screen, criminal background check and MVR check.
Bilingual in English and Spanish is preferred.USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Occasional use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, etc.)

ENVIRONMENTAL/ WORKING CONDITIONS
Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable. The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is continuously required to talk or hear; regularly required to sit, use hands to finger, handle, or feel, reach with hands and arms; frequently required to stand, walk; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds; frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision; and ability to adjust focus.

Salary : $21 - $26