Administrative Services Specialist - Public Works

Administrative Assistant

Highly responsible, confidential administrative/secretarial support for the Director. Extensive public contact work requiring independent judgement, initiative and discretion; based upon knowledge of administrative policies and functions of the department/division, relieving the Director of routine administrative details. Work is performed under the direction of the Director.

Essential Job Functions

• Plans, initiates and carries to completion executive level administrative support in the assigned Department, its Director and Managers.
• Handles sensitive and privileged information.
• Relays instructions on behalf of the Director to department managers and follows up on staff assignments.
• Acts on direct instructions from the Director and provides follow up reports, verbally or written, on a timely basis.
• Maintains control of records of incoming correspondence and action documents and follows up on work in progress to ensure timely reply or action.
• Transmits policies, directives, instructions, and general orders to appropriate personnel, as directed by the Director.
• Composes and prepares letters and memorandums as directed.
• Prepares reports, Commission agenda items, meeting minutes and presentation.
• Reviews outgoing correspondence/reports being submitted for the Director's signature or approval for proper format, grammar, punctuation and consistency with procedural standards.
• Reviews and processes attendance sheets for direct reports to the Director.
• Handles complaints from citizens or refers to appropriate Division for attention.
• Uses independent judgement in communicating with internal and external customers.
• Arranges meetings, schedules appointments and maintains appointment calendar of scheduled meetings or events, and apprises Director of same.
• Provide Director with appropriate background information or files relative to scheduled meetings.
• Accesses, inputs and retrieves information from a computer.
• Review correspondence files at the end of each calendar year, referring files to storage or other departments for retention, with Director's approval.
• Responsible for managing the American Public Works Association (APWA) self-accreditation process.
• Works closely with the Director in revising, editing and distribution of policies and procedures to meet all the standards for reaccreditation.
• Works closely with management staff to adhere to the Mid-Term Report and reaccreditation timeline for preparation of documentation for APWA site visits.
• May provide lead to Department support staff.

Knowledge/Skills/Abilities

• Thorough knowledge of administrative principles and practices; modern office practices; business English, spelling, punctuation and business arithmetic, overall operations and functions and scope of department to ensure accuracy of work product.
• Ability to utilize problem solving techniques; make decisions recognizing established precedents, departmental policies, procedures and administrative direction, using resourcefulness and tact in resolving problems, determine work priorities, assignments and ensure task completion.
• Ability to deal with the public and city personnel tactfully and courteously; establish and maintain effective working relationships with other employees and the public.
• Must be efficient, reliable, responsible, trustworthy and capable of exercising independent judgement in evaluating situations and making decisions without supervision.
• Ability to handle sensitive information and maintain confidentiality.
• Ability to work with considerable independence; capable of withstanding pressure and completing job assignments within a limited period.
• Considerable skill in administrative office management procedures and duties; be skilled in the operation and care of a computer, FAX machine, copy machines and other assigned office equipment.
• Must be capable of typing 60 words per minute
• Ability to plan, coordinate and produce required documentation to maintain accreditation for the department.

Education, Experience, Licenses and Certifications

Education and Experience:

• High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is preferred,…