Public Works Administrative Manager

Position Summary: The Administrative Manager, under the limited supervision of the Public Works Director, is responsible for the daily operations of the Public Works Office, Solid Waste, and the Airport. This role assists the Public Works Director regarding; strategic initiatives, policy compliance, optimizing resources, equipment and materials management, department budgets, grant management, and improving service delivery across the department’s functions.

Essential Job Functions:

• Team Leadership and Performance Management:
• Lead, supervise, and evaluate the performance of office staff and transfer station employees, ensuring high-quality work output and adherence to departmental goals.
• Foster a positive work environment by providing coaching, development, and support to team members.
• Grant Administration and Funding Strategy:
• Oversee grant administration to ensure compliance with funding requirements and successful completion of grant-funded projects.
• Identify and pursue funding opportunities to enhance Public Works services and infrastructure.
• Contract and Vendor Management:
• Manage contracts and service agreements, ensuring value, performance, and compliance with regulations.
• Develop and maintain effective partnerships with vendors and service providers.
• Financial Oversight:
• Assist in financial planning and budget management to ensure fiscal responsibility and resource optimization.
• Monitor transactions, fund balances, and audit controls, providing accurate financial reports for decision-making.
• Identify budget variances and recommend resolutions to support financial health.
• Strategic Planning and Program Development:
• Collaborate with the Public Works Director to develop, implement, and evaluate short- and long-term departmental plans.
• Provide administrative and logistical support to ensure successful execution of departmental strategies.
• Administrative Coordination:
• Facilitate effective communication and documentation for departmental, committee, and board meetings, including drafting agendas, posting notices, and recording minutes.
• Maintain comprehensive records and reports, ensuring accuracy and accessibility for internal and external stakeholders.
• Crisis Response and Emergency Support:
• Provide critical support during emergencies, such as storm damage or safety incidents, ensuring timely and effective response.
• Act as a liaison with relevant agencies during emergencies to coordinate necessary actions.
• Airport Operations Management:
• Oversee airport operations, including issuing NOTAMs and ensuring compliance with FAA regulations.
• Coordinate with external agencies (FAA, FBI, OSP) during emergencies and notify appropriate parties regarding air medical transport limitations.
• Transfer Station Operations Management:
• Ensure compliance with DEQ regulations in transfer station operations.
• Oversee the training and performance of transfer station attendants, ensuring safety and efficiency.
• Road Department Administrative Support:
• Manage administrative functions related to the Road Department, including record-keeping and regulatory reporting.
• Assist in maintaining and updating the road inventory system in coordination with the Director and Deputy Director.
• Research and Reporting:
• Conduct research and provide reports to the Public Works Director to inform decision-making on various operational and policy matters.
• Continuous Improvement:
• Identify opportunities to enhance operational efficiency, service quality, and stakeholder satisfaction.
• Other Duties:
• Establish and maintain effective working relationships with coworkers, subordinates, supervisors, elected officials, community partners, and the public.
• Performs related duties as assigned to meet business needs.

Minimum Qualifications:

• Education: Bachelor’s degree in business, public administration, finance or a related field.
• Experience: Minimum of 2 years of office management experience. Experience should include knowledge in accounting, bookkeeping, project leadership, or other related experience.
• An equivalent combination of education and experience may be considered.
• License: Valid Oregon Driver’s License

Skills/Abilities:

• Proficient in the use of computers, telephones, copy machines, scanners, and other standard office equipment.
• Skilled in operating an automobile, including a valid driver’s license.
• Competent in Microsoft Office Suite and other relevant software.
• Familiarity with specialized equipment operations, such as fuel system automation and automated weather observation systems.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks effectively.
• Excellent verbal and written communication skills for effective collaboration with team members, clients, and stakeholders.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Strong problem-solving skills with attention to detail and accuracy.
• Adaptable to changing priorities and capable of handling occasional high-stress situations effectively.
• Ability to maintain confidentiality.

Mental and Physical Requirements:

• Physical:
• Ability to sit for extended periods of time while using a computer and performing administrative tasks.
• Capability to perform tasks requiring standing, walking, or lifting up to 40 pounds occasionally.
• Mental:
• Regularly required to use analytical skills, written and verbal communication, and interpret complex data.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Handle interruptions and interact professionally with officials, staff, and the public.

Working Environment: Primarily a standard office environment with occasional need to work in other locations, such as off-site meetings or client facilities, depending on the role’s requirements. On occasion some field work is required and there may be exposure to natural elements.

Job Type: Full-time

Pay: $64,436.00 - $89,212.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 10 hour shift

Education:

• Bachelor's (Preferred)

Experience:

• Administrative: 6 years (Preferred)
• Supervisory: 3 years (Preferred)

License/Certification:

• Oregon Driver License (Required)

Ability to Relocate:

• Lexington, OR 97839: Relocate before starting work (Required)

Work Location: In person

Salary : $64,436 - $89,212