Administrative Coordinator; Public Works

Description

This position coordinates administrative operations for the department.

Provides customer service; answers telephone, greets visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.

• Coordinate and organize Public Works events and community outreach activities, including planning, scheduling, logistics, and resource coordination. Dispatches work orders; relays information to work crews operating in the field; coordinates work orders with other city departments.
• Prepares monthly and annual reports, maintains all project and personnel files, sick and vacation leave, and interdepartmental charges.
• Processes department payroll; tracks employee leave, evaluations, personnel action forms, health physicals, etc.
• Prepares and processes purchase requisitions for materials and equipment as well as requisition fees for employee training, license renewals, etc
• Maintains departmental accounts; monitors expenditures, prepares requisitions, and tracks purchase orders; maintains purchase card accounts.
• Assists in preparing the annual budget; advises and assists supervisors in the budget process.
• Assists department supervisors in the preparation of reports, purchase requests, and other documents.
• Prepares letters, memoranda and other correspondence.
• Coordinates inter-departmental and business correspondence for the department.
• Manages department accounts; initiates payments; monitors account balances; ensures compliance with budgets.
• Performs related duties.

Requirements

• Knowledge of modern office practices and procedures.
• Knowledge of the location of City streets
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of budget management principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.