Senior Administrative Assistant

The Public Works Senior Administrative Assistant plays a crucial role in supporting the Public Works Department’s operations and initiatives. This position involves performing a variety of administrative and clerical tasks to ensure the operational functioning of the department. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. Work is performed under regular supervision.

• Provides comprehensive administrative support to the Public Works Director and other senior staff. Manages calendars, schedules meetings, and coordinates appointments.
• Provides customer service, receives calls, greets visitors, and provides information and assistance to internal and external customers.
• Coordinates departmental communication, as needed, including maintaining the departmental phone tree.
• Prepares and enters work orders for a variety of maintenance and repair needs.
• Prepares, edits, and distributes various documents, including memos, reports, and presentations.
• Responsible for department data entry using department software management systems, ensuring information is up-to-date and accurate as assigned.
• Obtains vendor quotes in accordance with purchasing policies and procedures, enters requisitions, maintains purchase orders, tracks budget allocations, and secures department approvals.
• Tracks expenditures and processes invoices, ensuring a timely and accurate billing process.
• Assists with tracking of warehouse and office inventory, managing assets, documenting equipment, and other related tasks.
• Oversees vehicle registration, license plates, fuel cards, transponder devices, and coordinates vehicle badging.
• Updates maintenance records for public works assets and fleet, including both small and large equipment, and city generators. Assists in scheduling repairs and maintenance, as needed.
• Assists with organizing departmental events, workshops, and training sessions.
• Orders and tracks materials and supplies as directed.
• Receives, sorts, and distributes mail, processes outgoing mail for the department.
• Undertakes special projects as assigned by supervisor and/or director.
• Follows safe working practices and has a working knowledge of safety practices and procedures in accordance with the City’s Safety and Health Program.
• All employees will have a role in the City’s disaster preparation and/or disaster recovery efforts, as may be designated in the City Comprehensive Emergency Management Plan.

• Performs related tasks or other duties as required or assigned.

• Must have a high school diploma or equivalent, and at least two (2) years in progressively responsible professional administrative work. Experience working in a government office environment and Notary Public designation is preferred.
• An Associates or Bachelor’s Degree in related coursework is preferred.
• Must maintain a Florida driver’s license with an acceptable driving record.
• Must have or be able to complete ICS 100 and 700 courses within six (6) months of hire.

• Adjusts to changing priorities and handles multiple tasks efficiently.
• Excellent organizational and time management abilities.
• Ability to work independently and as part of a team.
• Familiarity with budgeting and financial processes.
• Ability to work with vendors and order supplies through multiple specialty companies.
• Maintains discretion and integrity in handling sensitive information.
• Must be able to organize and document by use of databases and spreadsheets.
• Proficiency in business English, spelling, and arithmetic is essential. Bilingual proficiency is advantageous.
• Thorough knowledge of the organization and functions of the department and of general administrative policies and practices including purchasing policies.
• Ability to learn asset management systems and navigation of GIS and online map resources.
• Ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to…