DPW Administrative Assistant

DPW Administrative Assistant

FLSA Status:
Full Time, Non-Exempt

Pay Grade: M-9

Reports to the DPW Director

Job Summary:

The Department of Public Works (DPW) Administrative Assistant provides multi-faceted administrative support and assistance to the DPW Director and DPW administrative staff. This position handles a wide range of administrative tasks while functioning independently by initiating and implementing processes to manage municipal operations within DPW.

The ideal candidate will support daily operations by scheduling, reporting, data management, invoicing, presentation preparation, planning, and problem-solving assistance, conduct research, and prepare reports.

Essential Duties and Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to executive leadership and management staff.
• Manage calendars, appointments, meetings, and special events.
• Prepare correspondence, meeting agendas, minutes, and follow-up communications.
• Maintain confidential records and documents with professionalism and discretion.

Customer Service:

• Resolve escalated customer service calls from residents, customers, vendors, contractors, and internal departments.
• Respond to inquiries, concerns, and service requests in a professional and timely manner.
• Support DPW administration by providing information, researching requests, compiling reports and presentations.
• Promote positive customer relations through exceptional service and communication.

Ad Hoc Report Preparation:

• Prepare ad hoc reports, summaries, and analyses as requested by management.
• Compile and organize data from multiple systems to support decision-making and operational planning.
• Generate departmental activity reports, service metrics, and project status reports.

Data Entry and Tracking:

• Perform accurate data entry and maintain records within City Works, BSA, Property Gateway, and other departmental systems.
• Track work orders, permits, invoices, projects, customer requests, and departmental activities.
• Maintain spreadsheets, databases, and electronic files with a high degree of accuracy.
• Verify and update information to ensure data integrity and compliance with departmental standards.

Presentation Development:

• Create and format professional presentations using Microsoft PowerPoint.
• Assist leadership in preparing materials for board meetings, staff meetings, public presentations, and special projects.
• Develop charts, graphs, and supporting documentation to effectively communicate information.

Scheduling and Coordination:

• Coordinate executive and departmental schedules.
• Schedule meetings, training sessions, conferences, and special events.
• Arrange meeting logistics, prepare materials, and coordinate room reservations and technology needs.
• Monitor schedules and communicate updates to participants.

Invoicing and Financial Administration:

• Invoicing back-up- prepare, process, and track invoices and purchase requests.
• Maintain invoice records and supporting documentation.

Assisting with Problem Solving:

• Assist management in identifying and resolving administrative and operational issues.
• Research information and recommend solutions to improve efficiency and effectiveness.
• Anticipate needs and proactively address challenges before they impact operations.
• Support continuous improvement efforts and process enhancements.

Planning and Project Support:

• Assist with departmental planning initiatives and special projects.
• Coordinate project timelines, documentation, and communications.
• Support strategic, operational, and event planning activities.
• Monitor deadlines and assist in ensuring project milestones are met.

Minimum Qualifications:

Education:

• High School Diploma or GED required.

Experience:

• Two (2) years of DPW Customer Service Representative experience strongly preferred and will be given priority consideration.
• Previous administrative, executive support, customer service, or municipal government experience preferred.
• Advanced Microsoft Excel reporting and data-tracking skills, preferred.
• Experience preparing executive-level reports and presentations, preferred.
• Familiarity with work order management, permitting, utility billing, property records, and customer service operations,…