Public Works Administrative Specialist

Public Works Administrative Specialist

The Public Works Administrative Specialist provides essential support for the Public Works Leadership by managing administrative tasks, assisting with budgets and grants, coordinating projects and training programs, and serving as a point of contact for internal and external stakeholders. Key duties include financial record-keeping (invoices, purchase orders), maintaining project files, scheduling meetings, creating reports, and ensuring compliance with policies and procedures.

This is a full-time non-exempt position reporting to the Public Works Director and Assistant Public Works Director. Regular work hours are 8-5, Monday-Friday, however the schedule may be adjusted based on the needs of the department.

The Public Works Administrative Specialist serves as a liaison for external contractors, agencies, and public works staff. This position must be well organized, able to communicate effectively both verbally and in writing and represent the Village of Ruidoso in all interactions. Must have a positive attitude and be able to handle various requests for information and provide information and clarification to employees, department directors, governing body and the public during the workday.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The Public Works Administrative Specialist must be able to adapt to flexible work schedules as established by management. This position will be required to operate with a sense of urgency and maintain professionalism with the Mayor and Council, Village Manager and the public.

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Compiles information and projections to aid in the preparation of annual budget requests, and monitors established budget and utilizes authorized budgetary and purchasing procedures.
• Research, compile, and summarize a variety of information to prepare periodic and special reports; prepare correspondence, written materials, and assist with the production of difficult and lengthy projects on a regular basis.
• Assist Public Works Director and Assistant Director with daily Tyler Technologies procurement processes, including entering requisitions and tracking purchase orders.
• Assists with monitoring capital project progress.
• Manages the schedule of the Public Works Director and keeps Director comprised of all pertinent or time sensitive situations.
• Guides and trains utility work crews in data collection and distribution, including designing and implementing user friendly data collection procedures.
• Assists with agenda memos and other documents to prepare for Council meetings.
• Monitor, implement updates, and train Public Works departments on work order system.
• Assist Public Works Director in implementation and updating of Public Works asset management plan.
• Demonstrate continuous efforts to improve operations, streamline work processes, and work cooperatively with all staff and external partners.
• Provides excellent internal and external customer service.

Other responsibilities or job requirements include maintaining a high level of computer abilities and keeping up with changing technology, maintaining confidentiality of customers and employees, notifying the Director or other manager of any real or perceived problems related to department, adhering to all Village of Ruidoso's policies not limited to IT, Purchasing, and Personnel Manual, completing personal timesheet accurately, ensuring time is reported based on actual time worked, reporting any on-the-job injury immediately and followed up with appropriate forms, reporting any suspected fraud and/or abuse to the Village Manager or Finance Director, ensuring any reports of harassment are immediately reported so appropriate actions are taken, performing well in a proactive and reactive mindset, attending meetings, training, and workshops…