Public Works Administrative Assistant

The Public Works Administrative Assistant performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the Director of Public Works and staff, and assisting in the administration of the standard operating procedures of the Public Works Department. Responsibilities include (but are not limited to): providing administrative support to a professional team;

coordinating staff schedules, receiving the public and answering routine inquiries, acting as custodian of departmental documents and records, reviewing confidential information; analysis and interpretation of policies, procedures, fiscal information, and statistical data for reports to management.

• None.

• Hourly, non-exempt.

• Regular Full-Time.

• $23-25/hr
• Medical
  • ER pays 100% of EE premium and 80% of dependent premium.
• ER pays 100% of EE premium and 80% of dependent premium for base plan.
• EE has option to pay difference for buy-up plan.
• Vision
  • ER pays 100% of EE premium and 80% of dependent premium.
• EE contributes 4.5% pre-tax.
• ER contributes 6.17%
• Vested after 10 years.
• Employee Assistance Program (EAP)
  • 100% ER paid.
• Life & AD&D Insurance
  • 100% ER paid $20,000.
• Other
  • STD, Hospital Indemnity, Life Insurance, 457, FSA, HAS
  • 10 paid holidays
  • Paid time off
• Answers in-coming calls to the Public Works Department and routes callers, takes messages, and provides information as required. Receives the public and answers questions, responds to inquiries from employees, citizens and others and refers when necessary to the appropriate person.
• Interacts with line staff, foremen, management, other departments, contractors, and outside agencies to schedule, track, and document work.
• Maintains Computerized Maintenance Management System (CMMS) and assists Administrative Assistants, Geographic Information System (GIS) Technician, and Public Works Managers with CMMS administrative tasks related to system setup and maintenance. The department CMMS requires continuing interaction with specialized GIS software to identify service request and work order locations as well as link work orders to infrastructure assets for work tracking.
• Creates and runs specialized reports via various specialized computer spreadsheet, word processing, data management, GIS reporting, and other software programs.
• Performs a broad range of routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
• Acts as a custodian of departmental documents and records. Establishes and maintains filing systems, control records, and indexes using moderate independent judgment. Files and posts time-sensitive documents and notifications.
• Schedules appointments and performs other administrative and clerical duties for the Public Works Department.
• Assists in the procurement of department materials and supplies and operates listed office machines as required.
• Receives, stamps, reviews (including confidential documents) and distributes all incoming mail, and processes outgoing mail.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgement as to content, accuracy, and completeness. Plans conferences and training sessions. Coordinates travel plans for staff.
• Inputs data on standard office and department forms; makes simple postings to accounts; compiles data for various reports.
• Maintains inventories and orders office supplies and materials.
• Standard business practices, policies and procedures.
• Modern administrative and clerical procedures and systems such as word processing systems, spreadsheets, databases, GIS, CMMS, filing and records management/reporting systems, and other office procedures, equipment, and terminology.
• Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Relevant legal and technical terminology encountered in the course of work.
• Maintain a positive attitude; demonstrate a commitment to City goals and values, and to exhibit a positive overall customer…