Public Works Office Coordinator I

TO APPLY:

Please visit our website with additional details and instructions on how to apply. https://www.bakercity.com/2241/Human-ResourcesEmployment-Opportunities

Position Summary

The Public Works Office Coordinator is responsible for all aspects of keeping the office functioning properly while maintaining a positive and welcoming environment for our visitors. As support staff to the public works directors and supervisors, this position performs a variety of routine and complex clerical and administrative work, coordinating projects as assigned, managing multiple databases, and providing an array of administrative support to the directors and other supervisors as necessary. This position must work cooperatively in a team-oriented environment, assisting other personnel and/or departments as necessary. Required Education and Experience

Minimum Qualifications:

• High School Diploma or GED;
• Three to five (3-5) years of progressively responsible experience in office and administrative work;
• Two to three (2-3) years’ customer service experience.

Preferred Education and Experience:

• Post secondary school education preferred.

Additional Eligibility Qualifications:

 Must possess or be able to obtain a valid and appropriate state driver’s license prior to employment.

 This position is subject to the City of Baker City Drug and Alcohol Testing Policy.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1. Type and/or compose correspondence, contracts, reports, meeting minutes, memos and other material as assigned from information supplied by rough draft, written or oral instructions. Apply knowledge of departmental operations and judgment in preparing material as to format and content.

2. Act as telephone and office receptionist, receiving public, answering and directing callers, schedule & coordinate park reservations, field inquiries pertaining to cemetery records research and schedules burials, apply overall knowledge of departmental operations while answering public inquiries; obtain pertinent information from callers to facilitate departmental inquiries.

3. Assist with the preparation of agendas, publish meeting notices and attend meetings taking minutes for various boards as well as staff meetings; manages meeting notifications and provides material to meeting attendees.

4. Manage project number creation and closure process, tracks project expenditures and creates project reports, research purchases/expenditures within the cost accounting software.

5. Track required department reports for local, state and federal agencies. Prepare required notifications and maintains records of submitted reports.

6. Oversee the department’s safety compliance, coordinates public works’ safety meetings, certifications and exams.

7. Organize and maintains the department’s record storage and archives.

8. Perform other office administration tasks such as filing, scanning, transcription, ordering supplies and maintaining the supply storage area. Coordinate the research, data collection, and preparation of communications, reports and other written or visual material needed for public presentations or special projects.

9. Assist in scheduling departmental meetings, appointments, advertisements, and travel preparations.

10. Monitor airport hangar and ground lease renewals; prepare lease renewal forms and invoices; publish notices of hangar lease vacancies; maintain hangar lease waiting lists.

11. Maintain and update the department website content as necessary.

12. May be assigned special projects as necessary.

Other Identified Task Statements/Duties

1. Operate a city vehicle to run errands.

2. Serves in backup capacity for other support staff in the event of vacation, sick, or other leave as needed.

3. May serve when needed as a member of a task force or committee composed of city, county, state or private groups; may serve as a member of various staff committees as assigned; may attend professional development workshops and conferences to keep abreast of trends of personnel management and recorder functions.

4. Other duties as assigned.

Knowledge, Skill, and Abilities

The following knowledge, skills, and abilities must be possessed, or individual must be able to explain and demonstrate that he//she can perform the essential functions of the job, with or without reasonable accommodation.

Knowledge:

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, Access);
• Knowledge of general office practices and procedures;
• Familiar with public relation techniques and effective public service policies;
• Able to effectively share information in written or verbal form and make recommendations in a clear and concise manner.

Skill:

• Skilled at promoting team cooperation and commitment to team success;
• Demonstrate ability to effectively prioritize and handle multiple priorities and complete assignments on time and with minimal errors;
• Has the ability to work independently once a task has been assigned
• Excellent attention to detail with a high level of accuracy in data entry;
• Effective communication and people skills, with the ability to interact professionally with customers and team members.

Ability to:

• Derive pertinent information from people;
• Learn departmental policies and procedures;
• Learn departmental record and filing system;
• Understand and communicate effectively in oral and written forms with the public, employees, and supervisors;
• Make decisions independently in accordance with established policy;
• Complete new tasks with limited supervision;
• Become familiar with city ordinances and resolutions and their application to departmental policies and procedures;
• Learn to apply departmental policies and procedures in preparing material as to format and content;
• Work under pressure while remaining composed and effective;
• Organize and plan your work schedule to meet workflow demands in a timely and efficient manner;
• Demonstrate well developed personal qualities of persuasion, patience, perseverance, thoroughness, firmness, flexibility, understanding, and independent decision making;
• Perform essential functions of this position with or without accommodation.

Supervisory Responsibility

There are no supervisory responsibilities in this position. May be required to supervise part-time administrative personnel, intern or volunteer.

Supervision Received

Works under the direct supervision of the Assistant Public Works Director who reviews work for conformance to departmental policies and procedures through observation of work methods and completed tasks. Receives directions from the department directors, and all supervisors, all of whom jointly assign non-routine tasks.

Work Environment

Work is performed mostly in an office setting and is generally sedentary. The noise level in the work environment is usually quiet; standard office atmosphere; may be subjected to a wide array of communication styles from the public. Work outside of standard office hours may occasionally be required.

Travel

Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.

Tools and Equipment Used:

Computer, 10-key calculator, phone system, two-way radio and copy machine/scanner.

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.

While performing the duties of this job, the employee is frequently required to sit and talk, walk, hear, use hands and fingers to handle or feel objects, tools or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds; kneel, bend, stand, push, and pull, and drive a motor vehicle. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

EEO Statement

Baker City is an equal opportunity employer, and as such, we consider individuals for employment according to their abilities and performance. Employment decisions are made without regard to age, disability, race, color, national origin, religion, sex, sexual orientation, veteran status, military status, association with members of a protected class, marital status, injured worker status, union participation, non-supervisory family relationships, or any other protected class or work relationship. All employment requirements mandated by State and Federal laws and regulations are observed.

Job Type: Full-time

Pay: $4,141.00 - $4,844.00 per month

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $4,141 - $4,844