Administrative Assistant - Public Works Director

Performs administrative and clerical work for the Public Works Director and any other person as designated by the Public Works Director.
 

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

 

• Performs administrative and clerical work including, but not limited to, composing and typing letters, memoranda, general orders, rules and standard operating procedures, maintains department records, orders supplies and other such administrative duties as directed by the Director. 
• Prepares departmental personnel action forms, requisitions, employee certification and training records and maintains departmental personnel file copies.
• Processes bi-weekly payroll; monitors time and attendance records using related timekeeping software.
• Manages fuel supply for the Village. Maintains database and creates monthly fuel report.
• Tracks construction bonds, provides information to the Finance department and inputs the utility location on a map.
• Compiles, develops and analyzes internal and external reports and studies as directed by the Director.
• Answers, screens and directs calls to the Public Works Director. Conducts radio system transmissions and monitors calls for Base 2.  Routes customers to appropriate departmental personnel and responds to general questions and information requests not requiring detailed or technical knowledge.
• Opens, sorts and routes all correspondence to appropriate departmental personnel.  Answers routine correspondence and composes letters for the Public Works Director’s and Foreman’s signatures.
• Assists in the preparation of annual budget estimates and accompanying descriptions of need.
• Maintains efficient filing and tracking system of both hard copy and electronic format documents.
• Prepares construction notification letters and signage requests for Pinecrest construction projects.
• Acts as the records management coordinator for the department and attends related meetings.
• Intake/process, verify and review of all submitted Public Works permits. Prepare hard copy plans with perforations to provide at pre con meetings. 
• Conducts permit searches and provides permit status to contractors/engineers. 
• Ensures reviewers and inspectors update their plan review and inspection results by following up on any outstanding reviews and inspections when updates are requested. 
• Communicates and follows up with residents regarding issues, questions, or concerns.  Acts as liaison between residents and utility companies.  
• Communicates with utility companies on an on-going basis regarding Village-wide projects.
• Oversee the grant reimbursement process with federal agencies including EPA, FDEP, MDC and GOB, which includes preparing and submitting reimbursement requests in compliance with federal regulations, ensuring all documentation is accurate for timely processing, and monitoring the status of reimbursement requests and resolving any discrepancies. 
• Process, manage, and enter invoices in financial system, this includes reviewing and approving invoices for accuracy and adherence to budget guidelines as well as addressing any discrepancies, payment delays or any other issues. 
• Maintaining comprehensive financial records, ensuring compliance with relevant policies and procedures.
• Ensure data for NPDES is recorded and maintained per the SOP.
• Performs project management as directed by Village Manager or Public Works Director.
• Prepares, researches and compiles necessary information for grants.
• Performs other related duties as assigned.

Education and Experience:

Associate degree from an accredited college in a related field and three (3) years of experience in the performance of general administrative and clerical work, preferably in the construction, architecture and/or engineering field or equivalent combination of education and experience. Prior experience with municipal government is highly desired.

 

 

Additional Qualifications:

• Must be computer literate and proficient in Microsoft Office programs including Word, Excel and PowerPoint. 
• Must have considerable knowledge of modern office practices and procedures.
• Must maintain high ethical, honesty and moral standards. 
• Must be prepared and available to work during a hurricane in the Village’s EOC. 
• Must be fluent in the English language.   Ability to communicate in Spanish is a plus.
• Must be a non-smoker.
• Applicants must complete all requirements established by the Village of Pinecrest for employment. This may include, but not limited to, a written examination, typing test, psychological screening to determine suitability for position, polygraph examination, comprehensive background investigation, and a job-related medical examination including a drug/alcohol screening test.
• The minimum qualifications may be waived by the Village Manager. 

Knowledge, Skills and Abilities: 

• Ability to type at least 30 words per minute.
• Ability to perform several tasks at one time.
• Ability to maintain a high level of organization. 
• Ability to prioritize duties and meet department goals and deadlines.
• Ability to deal with confidential and sensitive matters and exercise discretion.
• Ability to demonstrate excellent customer service skills both orally and in person when dealing with residents, contractors, vendors, co-workers and any other persons doing business with Public Works.
• Ability and responsibility to effectively work independently, exercise discretion and independent judgment and maintain confidentiality and professionalism in the execution of duties.
• Ability to get along with others and work effectively and courteously with fellow workers, officials, other agencies and the public.
• Ability to learn and become familiar with FEMA regulations for proper reimbursement submittal.

Instructions:  Please read carefully.  Failure to follow instructions may disqualify you from the selection process.

 Attach all required documents to your application each time you apply for a position with the Village of Pinecrest.  Documents which you may have previously uploaded remain in your profile but will not attach automatically and you will be deemed ineligible without the proper documentation. 
 
The following documents are required to be uploaded with your application:

1. A valid driver license from any state must be uploaded with application. 
2. Proof of education must be submitted with application.  Either a high school or GED certificate or university diploma.  If submitting transcripts, it must indicate that a degree was conferred. 
3. Complete the Disclosure and Authorization Form and attach to your employment application in pdf format. Click here to obtain the form.  
4. Resumes are Optional and may be attached, but are not required and shall not be reviewed in place of the employment application.

Additionally, applicants must completely detail their work experience on the application, including but not limited to, dates of employment and reasons for leaving prior employment or risk being disqualified.
 
 Veterans Preference: Veterans Preference is awarded in accordance with Florida State Statute 295.07. If veteran’s preference is being claimed, it must be indicated on the application form and proper documentation, including all forms DD-214 must be submitted with the application.
 
 Prior to employment, successful completion of a background investigation will be required.  Depending upon the position, a medical examination and/or drug screen may be required.   Additionally, appointment to certain positions (including promotions or transfers) may be contingent upon submission of official transcripts.
    
The Village of Pinecrest is an Equal Opportunity Employer and a Drug and Alcohol Free Workplace
The Village of Pinecrest complies with the Equal Pay Act which requires that men and women in the same workplace be given equal pay for equal work.
The Village of Pinecrest participates in the E-Verify Program

Salary : $57,242 - $88,712