Part-Time Public Works Administrative Assistant

Job Summary
The Administrative Assistant is a key member of our collaborative team, providing general administrative support and program coordination for the Public Works Department. This role involves technical and specialized administrative support for various departmental activities. Responsibilities include providing confidential administrative support to the department director, assisting with departmental budget preparation and monitoring, offering project management support, serving as the primary departmental contact for inquiries from the general public and other Village personnel, scheduling resources, conducting data research, processing work orders, managing departmental purchasing, compiling information for staff reports, maintaining records, and assisting with special projects as assigned.

Essential Duties & Responsibilities

• Providing confidential assistance to the Public Works Director.
• Serving as the primary departmental contact for the public, receiving, routing, processing, and following up on citizen inquiries.
• Assisting to ensure the department provides timely complaint resolution and information. This role also relieves the director and other staff from handling routine questions and service requests and only elevating unusual or complex issues.
• Performing technical and clerical functions, such as maintaining the department's database programs and spreadsheets, and producing correspondence.
• Assisting in preparing and approving timesheets and payroll as assigned by the Public Works Director. Coordinating Department meetings, events, and training programs.
• Using social media, the village website, and other programs and media to effectively communicate information to the intended audience.
• Assisting the director in preparing and monitoring the department's annual operating budget.
• Creating, tracking, and maintaining work orders for the Public Works department.
• Processes invoices/purchase orders and maintains records.
• Assisting in the maintenance of Public Works cost tracking.
• Aiding in preparing grant applications and reviewing progress toward meeting grant requirements.
• Coordinating capital projects, including bidding, contracting, documentation, project inspection scheduling, submittal review tracking, meeting schedules, notes, and document collection.
• Assisting in department planning, scheduling, and allocation of resources, including managing advertising and documenting bidding procedures for department and capital projects.
• Assisting in administering work in right-of-way permits.
• Assisting in preparing special assessment and public informational mailings.

Experience

• High school diploma required.
• Three years of administrative assistant experience, preferred.
• Associate's degree in Office Management or related field preferred.
• Municipal government experience preferred.

If you are a motivated individual looking for an opportunity to contribute to a dynamic team while developing your administrative skills, we encourage you to apply for this position.

Job Type: Part-time

Pay: $22.41 - $23.41 per hour

Expected hours: 24 – 29 per week

Benefits:

• Life insurance
• Paid time off
• Retirement plan

Work Location: In person

Salary : $22 - $23