Administrative Assistant – Public Works​/Engineering Office

The City of Decatur is seeking an experienced administrative professional to help move infrastructure projects from bidding through contract documentation and City Council approval. Working with engineering staff, you will coordinate the administrative details that keep projects organized and moving forward.

This position offers an opportunity to expand your skills beyond traditional office support while contributing to essential City services. Prior municipal or Public Works experience is not required but preferred. We value strong organizational, communication, and administrative skills and will provide training on City procedures, including bidding, contracts, City Council processes, and department-specific systems.

You will also serve as a key contact for residents, visitors, staff, vendors, and other agencies while supporting the daily operations of the Public Works Department and Engineering Division.

• 14.5 paid holidays (including 2 personal days) paid vacation and sick leave, excellent health insurance, and a strong retirement pension plan.
• A dedicated health center with free check-ups, chronic care, bloodwork, immunizations, and many free prescriptions for employees and their dependents.

• Assemble project bid manuals with engineering staff.
• Coordinate publication of bid advertisements.
• Assist with public bid openings and check submitted documents.
• Prepare contract documents and coordinate them for execution.

• Prepare and enter City Council agenda items and supporting materials.
• Following Council approval, prepare and distribute transmittal documents and notices to proceed.

• Serve as a primary contact for residents, visitors, staff, vendors, and other agencies.
• Respond to questions, manage inquiries, track requests, and route concerns appropriately.
• Welcome visitors and process public documents, applications, permits, and payments as applicable.
• Handle difficult interactions professionally.

• Maintain payroll records for Public Works Administration and the Engineering Division.
• Prepare and maintain records, databases, spreadsheets, and files.
• Coordinate purchasing and process requisitions, purchase orders, invoices, and payments.
• Manage correspondence, reports, meetings, calendars, and routine FOIA intake.
• Support mail distribution, office supplies, and emergency and security procedures.

• High school diploma or equivalent.
• Three years of progressively responsible administrative support experience, including document preparation, recordkeeping, and computer operations.
• Valid driver's license.

An equivalent combination of education, experience, and training may be considered.

• Knowledge of payroll, budgetary procedures, and personnel functions.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, and Teams, and ability to learn department-specific software.
• Knowledge of modern office practices, procedures, and equipment; business English, spelling, grammar, and punctuation.
• Ability to accurately and efficiently type, file, prepare, maintain, and organize reports, records, documents, lists, correspondence, and other paperwork.
• Ability to manage multiple priorities and frequent interruptions while maintaining accuracy.
• Ability to work effectively with coworkers, elected and appointed officials, outside agencies, and members of the public.

• Excellent written and verbal communication skills and strong attention to detail.
• Ability to operate multi-line telephone systems and provide…