Administrative Assistant - Public Works

Job Description

GENERAL PURPOSE:

The Public Works Administrative Assistant provides vital administrative and clerical support to the Public Works Department. This in-office role ensures the smooth operation of day-to-day functions including permitting, work order tracking, records management, contractor coordination, and public communication. The position requires a high level of organization, attention to detail, and the ability to handle multiple tasks in a fast-paced, service-oriented environment.

SUPERVISION RECEIVED:

Works under the direct supervision of the Public Works Director.

SUPERVISION EXERCISED:

None – this is not a supervisory position.

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics.  The list of tasks is illustrative only, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

1.      Serve as the first point of contact for residents, contractors, developers, and other agencies regarding public works inquiries and permits.

2.      Resolve public concerns with professionalism, empathy, and tact, including de-escalating conflicts and responding effectively to complaints or upset customers.

3.      Coordinate and process permits related to construction, grading, right-of-way and easement encroachments, and utilities. Track all bonding associated with these permits.

4.      Maintain and organize department records, plans, maps, inspection reports, and correspondence.

5.      Assist with bid packages, contracts, and documentation for capital improvement projects.

6.      Track work orders, service requests, and project updates in the City’s asset or work order management systems.

7.      Manage the issuance, tracking, and return of hydrant meter rentals, including documentation, deposits, usage logs, and billing coordination.

8.      Track water quality sampling data and assist in compiling and submitting required reports to the state to ensure regulatory compliance.

9.      Coordinate monthly meter reading between public works field staff and billing administration department.

10.  Prepare meeting agendas, reports, memos, and other documentation for internal and public meetings.

11.  Monitor deadlines and ensure timely follow-up for inspections, renewals, and compliance activities.

12.  Support department budgeting, purchasing, and invoicing tasks including tracking expenditures and maintaining accurate logs.

13.  Coordinate with other city departments to facilitate interdepartmental communication and workflow.

14.  Assist in stormwater program documentation, public notices, and regulatory filing as needed.

15.  Other duties as assigned.

QUALIFICATIONS:

Education and Experience:

1. Must have at least a high school diploma or equivalent; an associate’s degree in business administration, public administration, or a related field is preferred.
2. Three (3) years previous successful full-time experience in general office work.

 Knowledge:

1. Computer Software - Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
2. Experience with permitting, GIS, CityWorks or other asset management software is a plus.
3. Knowledge of public works and construction terminology, municipal processes, and public records standards is desirable.
4. English – Knowledge of the English language, including proper structure, spelling, grammar, and punctuation.
5. Clerical – Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, and other modern office procedures and terminology.
6. Math – Knowledge of arithmetic, algebra, geometry, and other applications.

 Skills:

1. Writing – Communicating effectively in writing as appropriate for the needs of the audience.
2. Speaking – Talking to others to convey information effectively.
3. Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
4. Organization – Setting up and maintaining paper and electronic filing systems for records, correspondence, and other materials; keeping the office organized and filing documents in a timely manner with attention to detail.
5. Interpersonal - Excellent customer service skills, including the ability to handle difficult or upset individuals with a positive, solutions-oriented attitude while including patience and professionalism.
6. Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times.
7. Time Management – Managing one’s own time efficiently with the ability to manage competing priorities and adjust to changing deadlines effectively.
8. Typing / 10-key – Must type at least 50 words per minute and use a 10-key accurately.
9. Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
10. Work Style - Comfortable working both independently and collaboratively in a team setting.
11. Aptitude - Become knowledgeable in the field of public works, learn terminology, and keep aware of the workings of the City to deliver factual information to the public upon request.

 Abilities:

1. Oral Comprehension – The ability to listen and understand information and ideas presented through spoken words and sentences.
2.  Oral Expression – The ability to communicate information and ideas in speaking so others will understand.
3. Speech Clarity – The ability to speak clearly so others can understand you.
4. Problem Sensitivity – The ability to recognize when something is wrong or is likely to go wrong.
5. Selective Attention – The ability to concentrate on a task over a period of time without being distracted.
6. Wrist-Finger Dexterity – The ability to make fast, simple, repeated movements of the fingers, hands and wrists.

WORKING CONDITIONS:

1. Office environment, light physical effort which may include sitting or standing for extended periods while operating assigned equipment. 
2. Infrequent lifting of light weights up to 15 pounds. 
3. Moderate exposure to stress as a result of human behavior.

The above statements are intended to describe the general nature and level of work being performed by the person(s) assigned to this job.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.  The approved class specifications are not intended to and do not infer or create any employment, compensation, or contract rights to any person or persons.  This updated job description supersedes prior descriptions for the same position.  Management reserves the right to add or change duties at any time.

Salary : $20 - $25