Administrative Assistant - Public Works

JOB SUMMARY

Under the direction of the Director of Public Works, the Administrative Assistant provides complex and confidential administrative support to the Director and the Public Works department. Responsibilities may include scheduling of calendars, tracking and following up on projects, reviewing mail, organizing, coordinating and preparing for public and staff meetings, drafting correspondence, and aiding in resolving complex complaints and issues.

ESSENTIAL JOB FUNCTIONS

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

Office Support Functions

• Manage office support functions.
• Prioritize and coordinate work assignments.
• Perform administrative duties within the clerical/administrative support system.
• Maintain training records on department personnel.
• Track leave time for all department personnel, including vacation, sick, holiday, and compensatory time.
• Prepare monthly reports for the department as requested.
• Order and store appropriate supplies.
• Compile payroll data from department personnel and submit to Human Resources bi-weekly.
• Monitor budget expenditures as assigned.
• Maintain calendar of departmental activities, meetings and various events.
• Coordinate department activities with other City departments, the public and other agencies.

Administrative/Clerical Duties

• Screen office and telephone callers.
• Respond to complaints and requests for information on regulation, procedures, systems and precedents relating to responsibilities assigned.
• Receive and route mail.
• Type and proofread a wide variety of reports, letters, memos and statistical charts for the Director and Assistant Director of Public Works.
• Independently compose correspondence related to responsibilities assigned.
• Research, compile and analyze data for special projects and various reports.
• Ensure all important functions and changes are posted on the bulletin board for all Public Works employees to view.
• Perform general clerical work including filing and scheduling appointments.
• Operate a variety of office equipment including a personal computer.
• Maintain calendars of department activities, meetings and various events.
• Coordinate activities with other City departments, the public and outside agencies.

Record Keeping

• Organize and maintain complex technical filing systems.
• Perform a wide variety of clerical work including the maintenance of accurate and detailed records, verifying accuracy of information, researching discrepancies, and recording data.

Purchasing/Work Orders

• Issue, order, receive and track all purchase orders and materials for all Public Works departments.
• Issue work orders as needed from citizens.
• Track completed work orders.

Other Duties

• Perform related duties as assigned.



MINIMUM QUALIFICATIONS




Education, Training and Experience Guidelines:

A High School diploma or equivalent is required. Associates degree is preferred. Coursework and training that demonstrates a commitment to learning and practices in the field of administrative support in business is desirable. Previous experience in a municipal or other governmental agency with similar duties is preferred. Two years of responsible administrative/clerical experience is required.


Knowledge of:

• Organization and operation of the Public Works department, the City, and outside agencies as necessary to assume assigned responsibilities.
• Use of the English language, including spelling, grammar and punctuation.
• Business letter writing and basic report preparation.
• Principles and procedures of basic record keeping.
• Using a personal computer with Microsoft Office software and ability to operate other software programs as needed to support the Public Works Department.



Skills and Abilities:

• Perform responsible and difficult support activities involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Have general knowledge and understanding of the City Code and Ordinances.
• Work independently in the absence of supervision.
• Exercise tact and diplomacy in dealing with the public in any situation.
• Communicate clearly and concisely both orally and in writing.
• Independently prepare correspondence and memorandums.
• Type and transcribe accurately at a minimum speed of 60 words per minute.
• Work cooperatively with other departments, City officials and outside agencies.
• Read, understand, and interpret City ordinances and policies, County, State and Federal laws, regulations, and rules.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Confidence and ability to deal with stress in all aspects of the job.
• Act quickly and calmly in emergency situations.
• Be punctual and regular in attendance.


LICENSES AND/OR CERTIFICATIONS



• Possess and maintain a valid Texas Class C driver’s license.



PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS AND CONDITIONS

• Work is performed in a standard office environment.
• May be subject to repetitive motion such as typing, data entry and vision to monitor.
• May require standing, sitting, walking.
• May be subject to occasional lifting, carrying, bending, reaching, kneeling, pulling, crouching, and lifting.
• Must be able to sit for an extended period of time.
• Must be able to work in stressful situations.



Benefits include 100% employer paid employee only medical, dental, vision, and basic life insurance premiums. Paid vacation, holiday, and sick leave available. Participation in the Texas Municipal Retirement System is required, as well as Social Security deductions.


We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.