Administrative Assistant - Public Works

This is a temporary, full-time Administrative Assistant, Public Works position. The role will be staffed through a temporary agency, but the work will be performed within the Public Works Department.

The Town of Palm Beach is an internationally acclaimed destination known worldwide for its extraordinary beauty, small-town charm, and exceptional service standards. Our residents are some of the world's most influential people and they choose Palm Beach to call home because of the amazing quality of life. The Town is seeking a key position to perpetuate its values, of excellence and reliability in this one-of-a-kind setting.

Do you share these values? Are you ready for the challenge? Come be part of our team!

The Town of Palm Beach employees are driven by the vision to deliver the highest quality service by continuously improving and always striving to be the standard by which all others are measured. The employees of the Town commit to and are guided by the following values:

• Respect for everyone;

• Highest ethical standards;

• Cooperation and teamwork;

• Commitment to quality;

• Spirit of innovation;

• Open and timely communication; and

• Personal responsibility and accountability.

If you share these values, apply to join our team. Public Works exists to create and maintain an attractive, safe, pleasing, and clean environment for the citizens of Palm Beach and an efficient, effective environment for all of the employees who serve this community by applying systems and techniques that provide for excellent operation, maintenance, and repair of public buildings and grounds, continuous upgrading of general infrastructure, coastal protection, engineering and construction services.

Administrative Assistants serve as a primary and/or first point of contact for their department or division. An important quality, expected of those who serve in these positions, is exceptional customer service in working with the public as well as internal employees. As specific tasks vary by department or division, Administrative Assistants perform a variety of clerical and administrative duties that include, but are not limited to, telephones, filing, photocopying, sorting and distribution of mail, recordkeeping, and business-related correspondence.

• Provides general departmental and/or program information to the public and/or Town employees.
• Answers telephones, inquiries, furnishes requested information, and directs calls to appropriate Town staff, referring calls to other departments or agencies according to established procedures.
• Utilizes excellent customer service to assist or direct the public and/or employees.
• Performs a variety of administrative tasks, including the inventory and stocking of office and department-specific supplies, scheduling and setting up meetings/appointments, making photocopies, sending facsimiles, preparing outgoing mail, and sorting and distributing incoming mail.
• Prepares and maintains various records, documents, and reports in accordance with department-established procedures.
• May receive registrations and/or other solicited or requested information from the public and/or Town employees and forward gathered/consolidated information to appropriate Town staff.
• May fill in or provide backup for other administrative personnel when necessary.
• Composes and prepares courteous and professionally formatted business-related correspondence, memoranda, and other documents from rough draft or general instructions. Completes necessary standard department forms for supervisor review or submittal of information for internal Town use. Proofreads correspondence and other materials for grammatical correctness and content.
• Processes department/division mail by opening, date stamping, and distributing to the appropriate personnel in accordance with established procedures. Maintains mailing lists and department mailings as necessary.
• Maintains an accurate and efficient filing and tracking system by creating new files, removing outdated files for archiving and/or disposition, and sorting, scanning, and filing documents by type and/or subject as appropriate. Utilizes various software and hard files to provide a consistent,…