Administrative Specialist for Public Works Department

General Summary

Under limited supervision, the Public Works Administrative Specialist provides a wide range of administrative, financial, and customer service support to the Public Works Administrative and Finance team. This position plays a key role in supporting efficient operations, facilitating communication, and resolving customer inquiries. The role requires exceptional organizational skills, the ability to analyze and improve processes, and a strong commitment to customer service excellence.

About the City

Lafayette has an inescapable small-town feeling that provides a sense of belonging and connection. Whether it’s eclectic Old Town, distinctive neighborhoods, or unique arts and outdoors spaces, the City has a warmth and character all its own, offering a unique vibe and spirit. Lafayette has appeared on numerous national lists of top places to live and safely raise a family.

We are a full-service City, which means services are provided directly to our community such as Police, Fire, Public Works, Economic Development, Parks and Recreation, Library and Community Arts Center. These types of services offer employment opportunities for a wide array of interests. The City’s mission is to recruit, develop and retain a diverse, well-qualified and professional workforce that reflects the unique personality of the community we serve.

Exceptional City Provided Benefits:

• 100% City-paid Medical, Dental, Vision (up to $28,840 annually for family coverage)
• 401A Retirement Plan (10.2% City, 8% Employee, immediately 100% vested upon hire)
• Life Insurance (One year’s salary up to $150,000. AD&D coverage in equal amount)
• Tuition Assistance (up to $5000 per year for approved expenses)
• Employee Assistance Program (free counseling, travel assistance, legal aid, etc)
• Short and Long-Term Disability
• Bilingual Pay

Additional Benefits:

• Deferred Compensation and Roth Options
• Voluntary Life Insurance/AD&D
• Identity Theft Program
• Recreation Center Pass
• Wellness Punch Card (100 punches per year to use at golf course, waterpark, etc)

Leave:

• First year employees will accrue 80 hours Vacation
• 96 hours Sick Leave
• 24 hours Floating Holiday Leave
• 11.5 paid City holidays.
• Other leave programs are offered to include FMLA, Parental and Bereavement Leave

Essential Functions

• Takes prompt and effective action to address customer inquiries and service requests, ensuring timely resolutions and clear communication during issues such as water outages, sewer backups, weather emergencies, traffic issues, utility disconnects, and other service interruptions.
• Provides exceptional customer service, including working effectively with customers experiencing difficult or stressful situations.
• Communicates issues to Public Works staff clearly, promptly, and efficiently to facilitate resolution. Ensures issue resolution aligns with customer service standards and prepares related reports and analysis as needed.
• Coordinates with utility companies, state agencies, districts, and municipalities, and other community partners as needed to address and resolve customer issues.
• Maintains comprehensive knowledge of department operations, programs, policies, and procedures to provide accurate and timely support.
• Use independent judgement and research to address unfamiliar situations, escalating to the manager when necessary.
• Documents resolutions to contribute to a comprehensive knowledge base that supports efficient responses to future issues.
• Keeps management informed of issues and potential escalations.
• May occasionally be required to work irregular hours, weekends, evenings, holidays, and/or in emergency situations.
• Perform related work as required and assigned.

• Processes routine and recurring financial transactions, ensuring accuracy and compliance with policies and procedures. Resolves discrepancies and coordinates with relevant divisions as needed.
• Prepares correspondence and documentation, ensuring clarity, accuracy, and adherence to organizational processes.
• Performs administrative and clerical work including data entry, manage phone inquiries, cashiering, filing, scheduling, printing, copying, mailing, routine purchasing, preparation of notes and minutes, and similar tasks.
• Performs duties of the Utility Billing Coordinator and Public Works Analyst in their absence.

• Assist with the planning, improvement, coordination and implementation of programs and processes, ensuring they are carried out efficiently and align with departmental goals.
• Prepares materials such as forms, messaging, and website content to ensure clear, consistent communication to residents.
• Gathers, analyzes, and summarizes data to support decision-making, resolutions to identified issues, process improvements and reporting needs. Compiles findings into reports or presentations for management.
• Administers associated software, spreadsheets, and databases, recommending enhancements as needed.
• Identifies and recommends program and process improvements to enhance operational efficiency, communications and streamline workflows, contributing to the continuous improvement of departmental functions.

• Collaborates with the Communications Department to ensure consistency in departmental and citywide messaging.
• Routes materials to technical staff efficiently, ensuring that all relevant information is included to support seamless workflows.
• Coordinates with other departments and agencies to address shared concerns and ensure alignment with City policies.

Typical Qualifications

Strong written and verbal communication skills. Effective interpersonal skills including the ability to resolve problems and provide information to customers and staff in a courteous manner. Ability to develop and maintain effective working relationships across all levels of the organization. Proficiency in office software and aptitude for learning new software applications. Exceptional attention to detail and time management skills. Demonstrate ability to analyze data, prepare reports, and perform accurate calculations.

TRAINING: High School Diploma or equivalent with additional college level education preferred.
EXPERIENCE: Two (2) to four (4) years general administrative and customer service experience required; or any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills and abilities to perform the essential functions of the job. Experience in local government, public works, utilities, or construction is desired.