Public Works Office Administrator

Job Title

The primary purpose of this position is to provide high-level administrative support as well as day-to-day operational administrative support to Public Works Director and all divisions of the department as assigned. This position also provides some administrative support for the Planning Department and the Assessing Department.

• Serves as first point of contact and greets visitors to three departments, Public Works, Planning, and Assessing, dispenses information as requested, refers visitors to appropriate personnel, answers questions, hears complaints, takes actions to resolve problems if able, and represents the municipality in a courteous and professional manner
• Responds to Water and Wastewater emergency calls from the public by directing to the appropriate personnel for resolution
• Prepares and types correspondence, memorandums, reports and related materials for the Public Works Director, Contract Manager, and other Public Work personnel as assigned
• Drafts and recommends the annual operating budget for the administration office for Public Works
• Distributes official Public Works correspondence, documents, and any other written materials to the appropriate or affected department and agencies
• Processes work orders for all divisions of Public Works including assigning accounts and project numbers and calculating all labor, material, inventory, and equipment costs
• Processes billing requests from various units within the Public Works Department, evaluates the billing charges, and submits bills to leads and supervisors within the respective units.
• Processes purchase orders for the department, including generating material receipts, establishing vendors, and implementing a tracking system
• Provides notary services to the department and the public
• Establishes and maintains departmental files, including project files, archives, and street files in accordance with the CBS Retention Schedule and local, state, and federal requirements.
• Arranges and coordinates travel schedules for department personnel as requested
• Maintains calendars and arranges and publicizes meetings as requested
• Maintains accounts for CBS vehicles and equipment by assigning vehicle and equipment numbers, ensuring municipal vehicles are licensed and registered, maintaining accurate records of vehicles, equipment, charge out rates, serial numbers, and road ready costs and titles, and who is responsible for the vehicles and equipment at any given time
• Provides troubleshooting to help employees operates desktop computers, printers, and large document copier when able and coordinating IT maintenance when necessary
• Responsible for public Works website design and maintenance
• Maintains assigned department inventories and orders office supplies as necessary
• Performs special projects as requested by the Public Works Director
• Performs other duties as assigned

Knowledge of:
• Modern office procedures, filing systems, and computer equipment
• Customer service policies and best practices
• Generally acceptable accounting principles, practices, and procedures
• Municipal purchasing procedures
• Inventory processes, principles, and best practices Skills in:
• Operating a personal computer with Microsoft software such as Word, Excel, and Outlook and using any customized software to accomplish assigned tasks
• Typing at a reasonable rate of speed with efficiency and accuracy
• Writing and preparing correspondences according to standard business practices
• General mathematics, including addition, subtraction, multiplication, division, and percentages
• Providing customer service in a professional and courteous manner
• Dealing with a wide range of persons, including situations in which individuals may be upset over some issue where they are upset or disagree with a decision
• Organizing, maintaining, and managing a wide variety of records and files both in paper and electronic form
• Prioritizing and organizing work while focusing on multiple tasks that require attention to detail Ability to:
• Recognize and maintain confidential…