Public Works Administrative Assistant

Department:
Public Works
Exempt:

No

Reports To:

Director of Public Works & Engineering

18 years of age or older.

Full – time 40 hours per week Monday through Friday. Generally, 7:30 a.m. to 4:30 p.m.

Wisconsin Retirement Fund, health, dental, vision, life and disability insurance, sick, holiday and vacation days. This is a non–union, non-exempt position. Wages are determined by the Common Council on an annual basis based on performance and skill.

The following duties are normal for this position. These are not intended to be all-inclusive. Other duties may be assigned as required.

• Prepare work orders for field personnel and maintain records.
• Assist with correspondence, reports, bidding documents and preparation of special assessments.
• Process requisitions, purchase orders, claims, invoices and prepare billing as required.
• Assist with meeting minutes and project specifications as needed.

• Respond to public inquiries and provide accurate information via phone, email, and in-person.
• Schedule service requests, maintain records, and ensure appropriate follow-up as required.
• Serve as frontline backup for other City Departments as required (Inspection, Clerk's office, etc.)

• Assist with document management.
• Support budget monitoring and provide financial data to the Director of Public Works & Engineering.
• Coordinate with external auditors for financial reviews and compliance checks.

• Experience in an administrative role with direct customer contact preferred, but not required.

• High School Diploma required.
• Certificate(s), associate or bachelor’s degree in bookkeeping, accounting, business or public administration or closely related field preferred but not required.
• Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills and abilities necessary to perform the duties of this position will also be considered.

• Proficient in Microsoft Office suite of software.
• Excellent communication skills, both written and verbal.

• Predominantly indoor office environment.
• Occasionally required to lift and carry up to 20 pounds.
• Normal office equipment usage such as computer, scanner, and telephone.

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.