Office Specialist II Public Works

Perform a variety of moderately difficult to complex administrative support activities to contribute to efficient office operations in Public Works. Requires a thorough understanding of department and City programs and procedures.

The OSII is distinguished from the OSIII classification by the responsibility to perform less complex and comprehensive administrative support duties.

• Provide customer service for assigned department. Positively and respectfully greet visitors and answer telephone, determine nature of visit/call, direct to appropriate person, or take and relay messages in absence or preoccupation of department personnel. Respond to routine, non- routine and technical questions from internal and external customers.
• Schedule appointments, meetings, and venues. Maintain office schedules, calendars, and related organizational processes. Provide administrative meeting support as needed.
• Assist with requests for utility information in the City’s right-of-way.
• Ability to create routine and non-routine letters, memos, and other material from rough draft and/or verbal instructions. Proofread, review for grammar, and edit documents as necessary. Examine documents for completeness and accuracy.
• Post/email notices for street closures. Distribute information related to public works as needed. Act as the first point of contact for public works department and requests for information. Coordinate with other City staff and departments to disseminate or share information and resolve issues.
• Take calls regarding potential hazards or risk management issues in the City from the public, utilities, other agencies or staff members. Provide information regarding costs for labor and materials as needed to repair/replace City property. Create invoices for damages as requested. Communicate with supervisor, lead workers, and risk manager to assist with resolution.
• Coordinate, submit and assist with work order processing for fleet and facilities. Keep records and retrieve data as needed for requested and completed work.
• Create templates, presentation materials, charts, and graphics. Develop and maintain databases for tracking departmental/program information; create reports as needed. Prepare information packets for use within the department.
• Compile information and reference materials for supervisor, or as requested by the public, which may require selecting appropriate data from various sources, and preparing summaries and reports as requested. Enter data into computer system from a variety of documents. Input employee daily timesheet logs for monthly reports. Track requested locates. Produce reports as needed.
• Transcribe, compose, type, and edit a variety of minutes, correspondence, reports, memos and other material. Prepare and post public meeting notices. Coordinate materials for distribution. Work with information technology to coordinate department information on City website.
• Perform a variety of routine administrative activities, such as photocopying, mail, faxing, filing, sorting documents, etc. Process and distribute incoming and outgoing mail. Develop contact, mailing or group distribution lists for outreach efforts and coordinate mailings or e-distribution. Troubleshoot and maintain the copier and other office equipment as needed.
• Provide notary services as needed.
• Track, order and maintain office supplies. Initiate and process work orders, purchase orders, etc.
• Maintain files and records to ensure easy retrieval, safety and integrity of files and records, in accordance with established retention guidelines.
• Maintain cooperative working relationships with City staff, other organizations, and the general public.
• Follow all safety rules and procedures for work areas.
• Accept and…