Administrative Assistant to the Public Works Director

Job Summary

Under general supervision, this position serves as an integral member of the team responsible for providing leadership support to the Director of Public Works by planning and recommending organizational policies and performance strategies; providing a variety of specialized complex administrative and management analysis to support decision-making and strategic direction.

Reporting Relationship

Reports to the Director of Public Works.

Supervisory Responsibilities

None; however, exercises autonomy and sound judgement over tasks as assigned.

Essential Duties & Responsibilities

• Provides high-level administrative support and assistance to the Director of Public Works and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for director.
• Arranges travel and accommodations for director.
• Schedules and attends meetings on behalf of director, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of director, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Promotes innovation, critical thinking, and creativity in developing approaches and solutions to City needs.
• Empowers all levels of staff to be proactive and participatory.
• Promotes, encourages, and leads collaboratively in seeking new ways to share resources, ideas, and best practices to optimize service delivery organization wide.
• Conducts research and special projects and assures implementation of programs developed and initiated by the Director of Public Works.
• May direct the development of programs to address citizen needs to include citizen involvement.
• Coordinates with department heads or other appropriate parties to respond to citizen inquiries.
• Conducts complex and sensitive administrative, operational, and management analyses, studies, and research projects including those involving City-wide issues, programs, policies, and procedures.
• Selects, adapts, and applies appropriate research and statistical techniques; gathers and analyzes data and information from various sources on a variety of specialized topics.
• Performs additional duties as assigned.
  
  

Required Knowledge, Skills & Abilities

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
  
  

Education & Experience

• High School Diploma required.
• Bachelor's degree in Business Administration or related field preferred.
• Experience may be substituted for educational requirements.
• At least two years of related experience required.
  
  

Special Requirements

Provides increased transparency within the community regarding City activities, information, and notices.

Tools & Equipment Used

Personal computer, including word processors, spreadsheets, project management software, 10-key calculator, internal software (s), phone, copy machine, fax machine, etc.

Physical Requirements

The physical requirements described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time.
  
  

Work Environment

The work environment characteristics described herein are representative of those and employees typically encounter while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Work is generally indoors in an office environment. The noise level in the work environment is typically moderate.

Please be advised that the Town of Pecos City is a drug-free workplace. All candidates with job offer are required to complete a pre-employment drug screening and background check.