Public Works Project Assistant

Project Assistant - Public Works

This is a full-time, non-exempt hourly position.

• This employee provides a high level of project support to the Public Works Department. Inducing preparing documents for the bidding process, including but not limited to distributing plans, submitting notices to the newspaper, website postings, bid tabs, taking notes and providing meeting minutes for meetings, sending out contracts, review bonds and insurance requirements. Writing the weekly Public Works newsletter that includes all capital improvement and subdivision projects that are in progress.
  
  Reviewing Davis Bacon Salaries on Federally funded projects.
• This position also performs some administrative duties such as mailing notices for projects and easement documents. Pulling information on GIS for the public. Generating City Resolution and Ordinances for City Council Meetings.
• The nature of this position is such that the employee has considerable independence in performing routine work. The Public Works Director provides minimal supervision and review unless the nature of the assignment dictates otherwise. An important function of this employee is that they shall be capable of relieving the supervisor of a wide variety of requests not requiring the supervisor’s attention.

• Prepare documents for bidding including notice of hearing, posting on websites and creation of bid tabs.
• Prepare and coordinate contracts, bonds, and insurance for CIP projects.
• Update and distribute weekly construction update email.
• Update website and google map of construction project information including road closures and detours.
• Assist in project administrative tasks with staff.
• Project Binder coordination. (Electronic and hard copies)
• Taking and recording minutes for meetings.
• Perform Davis Bacon Payroll Review for projects per funding source.
• Enter, process, and charge for oversize and overweight permits.

• General administrative duties including but not limited to; answering the phone and being the front line of the department.
• Enter, process, charge permits using permit software.
• Prepare City Council Resolutions and Ordinances for the department and other city projects as needed
• Process invoices.
• Process incoming and outgoing mail.
• Ordering supplies.
• Work with other admin(s) both within and outside the department.
• Other duties as assigned.

• Proficiency in using computer systems, web site entries, and the listed software applications associated with performance of assigned work is essential. Basic problem-solving skills associated with software applications used is expected.
• Extensive knowledge of and experience with Microsoft Word, Outlook, and Excel are required.
• The ability to learn and use proficiently within 6 months:
  Adobe Acrobat, ESRI ArcGIS Software, and City Municipal Permitting and Financial Software Applications.
• Ability to effectively communicate in English with residents and employees by telephone, face to face or virtually
• Ability to read, speak, write and understand English. Skilled in written and spoken communication of administrative and technical data with strong grammar/spelling knowledge sufficient to screen own work as well as that of others.
• Strong communication skills, both oral and written, with sufficient command of English to effectively compose and edit documents is important; as is the ability to review technical documents, interpret and organize data and information.
• Excellent coordination and people skills, including the ability to establish and maintain good working and interpersonal relationships with the public, management, City Staff, members of boards and commissions, elected officials, leadership of other government agencies, as well as with other private and public organizations.
• Ability to perform general math calculations finding increases/decreases, calculating percentages, basic math and creating charts at a college level.
• Ability to operate telephone, computer keyboard, calculator, typewriter, photocopier and similar electronic and manual office machines. Skilled in…