Office Administrator - INTERNAL

JOB SUMMARY

Under general supervision of the Public Works Director, performs a wide variety of administrative, technical, and confidential support duties for the Public Works Department. Coordinates departmental administrative operations including contract administration, records management, procurement support, workflow coordination, budget support, project tracking, and communications. Prepares reports, correspondence, presentations, and other documents; assists with compliance and recordkeeping requirements; serves as a liaison with internal and external stakeholders;

and performs related work as assigned.

The ideal candidate possesses the ability to follow a management philosophy that is input-oriented; values fairness, problem solving and the development of partnerships; works effectively as a member of a team; and desires to be part of an organization that values service, people, integrity, responsibility, innovation and teamwork.

Work in this class involves providing executive-level administrative support to the Public Works Director and Assistant Director while serving as the department's primary coordinator for contract administration, procurement support, budget support, records management, and department-wide administrative functions. Responsibilities include contract administration, procurement support, records management, project coordination, compliance monitoring, budget support, preparation of departmental communications and reports, and coordination of administrative processes across multiple Public Works divisions.

Work requires independent judgment, discretion, attention to detail, and the ability to manage multiple priorities and confidential information.

An important component of this position is supporting a high-performing, data-driven, outcome-focused organization through process improvement, cross-divisional coordination, and administrative systems that improve efficiency, accountability, and customer service. Assignments are received through general direction from the Public Works Director. Work is reviewed through conferences, reports, records, project outcomes, and effectiveness of administrative support services provided gating work to others to ensure assignments are completed in a complete and timely manner.

• Provide executive-level administrative support to the Public Works Director and Assistant Director and assist in managing departmental priorities, schedules, meetings, and workflow.
• Coordinate departmental contract administration activities, including preparation, routing, tracking, and monitoring of contracts and related documents.
• Assist with procurement activities including requests for proposals, vendor communications, bid documentation, invoice processing, and coordination with Purchasing and Legal staff.
• Maintain organized electronic and physical records systems in accordance with established retention schedules and City policies.
• Prepare reports, correspondence, presentations, policy documents, project summaries, grant-related materials, and City Council support documents.
• Assist in budget preparation and monitoring activities.
• Monitor administrative processes to support compliance with applicable laws, regulations, City policies, internal controls, and audit requirements.
• Serve as a liaison with City departments, contractors, consultants, vendors, community organizations, regulatory agencies, and members of the public.
• Coordinate departmental projects, training activities, process improvement initiatives, technology implementation efforts, and documentation of standard operating procedures.
• Conduct research, benchmarking, data collection, and analysis to support operational improvements and strategic decision-making.
• Provide guidance and support to administrative staff, temporary personnel, interns, or other assigned personnel.
• Respond to internal and external inquiries and requests for information.
• Maintain confidentiality of sensitive personnel, financial, legal, and operational information.
• Perform other duties as assigned.

• Administrative and Management Practices: Knowledge of modern administrative methods, office management practices, workflow coordination, and organizational systems used to support a large, multi-division department. Ability to manage schedules, prioritize tasks, coordinate work streams, and provide high-level administrative support with accuracy, discretion, and efficiency.
• Contract and Procurement Administration: Knowledge of contract terminology, document routing processes, procurement requirements, City policies, and compliance expectations. Ability to prepare, track, and monitor contracts; assist with RFP processes; coordinate with Purchasing and Legal; and maintain accurate and complete documentation.
• Financial and Budget Support: Understanding of basic accounting, budgeting principles, and financial documentation. Ability to assist with budget preparation, track expenditures, support…