Public Works Assistant

The public works assistant performs administrative, clerical, and para-professional work primarily involving public works duties and specialized administrative duties in support of the public works department. This employee responds to the public and assists other department personnel in the operations processes.  The job duties and responsibilities represented in this job description do not imply that these are the only duties to be performed. Employees will be required to follow any other job-related instructions and to undertake other projects consistent with the role as requested by a supervisor.

Depending on the divisional assignment within public works, tasks and responsibilities may include:

• Coordinates public works special events. 
• Implements administrative processes to improve the functioning of the department.
• Administers contracts for professional services, construction, and purchasing.
• Performs notarial duties if certified.
• Assists in the Request for Qualifications/Proposals process, provides administrative support for capital improvement project contracts from bid ready documents (plans and specifications), addenda, prepares for bid openings, attends bid openings, bid summary/tabulation to construction contract award and execution through final project closeout with state agencies.
• Oversees, tracks, and assists in the preparation of invoice vouchers, and professional services. 
• Completes annual permit application required by DOH, ECY, Environmental Protection Agency (EPA), and various other annual reports.
• Provides general and technical assistance related to contracting, bidding, and procurement to the Public Works Department.  
• Performs a wide range of duties involved in the review, preparation, finalization, analysis, procurement, and agreement or contract development to meet the needs of the department. 
• Purchases office supplies as well as necessary operating supplies.
• Registers public works staff for departmental training and operator certification/re-certification as well as related travel accommodations.
• Prepares or assists in the preparation of city council agenda bills, set-up of files, and performs other administrative functions as needed for public works staff.
• Schedules meetings and appointments for public works staff.  Arranges and coordinates committee, stakeholder, open house, and other various meetings related to public works activities and capital projects on or off-site.
• Greets the public by telephone and in person; may operate the main reception desk multi-line telephone. Transfers calls, takes messages, makes referrals, and obtains routine information.
• Prepares public notices, meeting agendas, and meeting minutes.
• Composes correspondence and reports from brief instructions or notes and prepares legal descriptions of properties relative to matters of the public works department.
• Develops and maintains filing systems, office procedures, and inventory controls.
• Performs research, compiles data, and submits reports to supervisor or other agencies as required.
• Codes invoices for payment and assists with monitoring budget and/or project expenditures.
• Assists in the preparation and administration of state and federal grants.
• Prepares and processes contracts and related agreements; coordinates with outside agencies, consultants, and private developers for construction and/or planning activities and required documentation.
• Assists in the preparation and/or coordination of projects, plans and specifications, and all related permits and documentation. May track permit and/or project submittals, and monitor permits and/or projects to completion.
• Responsible for the management of various programs, file structures, databases, and rosters.
• Collects and prepares data for reports, prepares, and presents recommendations pertaining to specific subject matter as directed by the department manager.
• Assists with the audit process.
• Assists the public, applicants, contractors, project proponents and consultants by checking records and files for requested information.
• Assists with hosting public meetings.
• Updates city website and public works webpages.
• May support in leading part-time, temporary or intern personnel within the division.
• Maintains punctual and reliable attendance.

Operations

• Maintains the asset management program for resident requests, inventory, and maintenance documentation.
• Performs department training sessions on new and updated asset management software releases.
• Assists superintendent with preparation and management of department budget.
• Follows city guidelines in the surplus of city property.
• Performs water system testing reporting to the Washington State Department of Health (DOH), including, creating, and delivering water quality reports to all water customers.
• Provide on-going administrative support to public works staff.
• Provide procurement services for large equipment and supply purchases, utilizing cooperative purchasing agreements, vendor rosters, and formal competitive bidding processes.
• Develop small public works bid documents and follow public works process for contracts through closeout.
• Oversees, tracks, and assists in the preparation of construction contracts, prevailing wage affidavits, change orders, progress payments, certified payroll, project closeout, including obtaining required clearances from state and federal agencies.  
• Handle on-going customer service details and follow through of requests from residents, city staff and outside agencies.
• Serve as Cartegraph system administrator providing individual and departmental support, troubleshooting issues, and providing solutions to streamline workflows.

KEY COMPETENCIES
Knowledge of:

• Business English, including proper spelling and punctuation.
• Administrative and office procedures, and working knowledge of office machinery, including multi-line phone systems, digital copiers, and digital photo scanners.

Ability to:

• Communicate effectively with other employees and the public, individually and in groups, verbally in-person and by phone, and in writing.
• Use diplomacy, patience, and courtesy, including with dissatisfied residents.
• Maintain confidentiality.
• Apply organizational skills and handle multiple priorities across multiple departments.
• Perform tasks with accuracy and reasonable speed.
• Perform basic mathematical calculations including addition, subtraction, multiplication, and division.
• Perform duties with limited supervision and exercises independent judgment within established procedures.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Work is primarily performed in a climate-controlled office or conference room setting with a moderate/minimal noise level. Occasionally work will be performed outdoors to assist another team member, such as holding a flashlight or phone.  While performing the duties of this job, the employee is regularly exposed to dissatisfied residents.  

Schedule: Typically works a daytime schedule but attendance at night meetings may be required. Alternative work arrangements may be available as decided by the supervisor following the probationary period.

Driving and Travel: Driving would typically be less than 10 hours a workweek. Travel is required to visit other work sites in the area and to attend meetings, trainings, and/or conferences as needed.

PHYSICAL CHARACTERISTICS 
The physical attributes described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is regularly required to sit for long periods of time, use hands for keyboarding, talk, hear, read, stand, and walk. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately both in person and remotely. Repetitive motions for computer and telephone use. Occasionally they may be required to kneel, reach, bend, crouch, twist, squat, and lift up to 25 pounds.EDUCATION AND EXPERIENCE
Any combination of education, training and experience that indicates the individual can successfully perform the job may be considered.

• High School diploma or GED equivalent.
• Graduation from a two-year college or business school program preferred.
• Two (2) years of experience performing para-professional administrative tasks and clerical work.
• Experience in a municipal planning, budgeting, building, public works, or engineering office preferred.
• Proficient in Microsoft Office Suite.
• Paraprofessional level understanding and skills pertaining to municipal public works and planning procedures, operations, and processes preferred.

CERTIFICATES AND LICENSES
The following certifications and licenses are required for the position (or must be obtained within the timeframe stated) and must be maintained for the duration of employment.

• A valid Washington State driver’s license (or ability to obtain one within 30 days of hire).

ADDITIONAL REQUIREMENTS

• A history of and ability to maintain safe and responsible driving that meets the City’s Motor Vehicle Record Minimum Driving Requirements.
• Ability to pass position relevant pre-employment screening.

At the City of Gig Harbor, our aim is to extend salary offers that fall within the range from the minimum to the midpoint. These offers will be determined by assessing the applicant's relevant experience in alignment with the requirements of the applied position at the city, alongside a comprehensive evaluation of pay rates for our existing employees engaged in comparable roles. It's important to note that our salary ranges are currently under review and may be subject to adjustment.

• This position is classified as eligible for overtime under the Fair Labor Standards Act (FLSA).
• This position is covered under a collective bargaining agreement with Teamsters 117.  
• If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Human Resources at . 
• To be considered you must submit and complete an online application through  that reflects all relevant education and experience which addresses how you meet the minimum and/or preferred qualifications for this position.
• Applications will be screened the week of April 21 with interviews scheduled the week of April 28.

Salary : $62,733 - $78,499