Executive Assistant - Public Works

GENERAL DESCRIPTION
Under direction, provides administrative support to the Public Works Director and staff; prepares and files routine and special reports; and receives and distributes site plans, plats, and construction plans. This position also prepares check requests, purchase orders, and travel reports for Department Director, Assistant Director, Operations Manager, Division Managers, and applicable staff members.
SUPERVISION EXERCISED
This position exercises no supervision.
IMPORTANT AND ESSENTIAL DUTIES
Receive, resolve, and refer citizen inquiries and concerns in person or by phone.
Coordinate contractor requests for driveway approach, sidewalk, and curb and gutter permits and inspections.
Receive and distribute site plans, plats, and construction plans to appropriate departments and outside agencies.
Receive and direct mail for Department Director, Assistant Director, Operation Manager, and Division Managers.
Maintain a database for driveway approach, sidewalk, curb and gutter, and floodplain development permits and inspections.
File plats, site plans, drainage plans, floodway development permits, letters of credit, and construction plans in subdivision files; assist the Department Director, Assistant Director and Operation Manager with other filing as needed.
Prepare check requests (to include, but not limited to: engineering estimates for construction projects and payment vouchers) and file appropriately.
Prepare purchase orders for Public Works.
Reconcile credit card receipts for Public Works.
Prepare monthly invoices for permits.
Assist with budget preparation to include collecting information from departments and preparing budget folders for Director.
Make travel arrangements and prepare travel reports for Director, Assistant Director, Operations Manager and other Public Works staff members.
Order and maintain office supplies for department.
Acts as board coordinator for the Street Maintenance Advisory and Appeals Board; attends board meeting and prepares minutes as appropriate.
Safely operate a City vehicle periodically to support City activities to include, but not limited to, transporting personnel to/from locations outside of City Hall, delivering or picking up materials for day-to-day operations, and attending off-site meetings.
OTHER JOB RELATED DUTIES
Perform other job related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Administrative office management practices.
Microsoft Office, Microsoft Excel, Google Suite, and other required software applications.
Skill to:
Communicate clearly and concisely, both orally and in writing.
Ability to:
Learn departmental policies, functions, and procedures.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Experience:
Four (4) years of increasingly responsible administrative office management support experience is required.
Two (2) years of previous customer service experience preferred.
Education/Training:
A high school diploma or a GED is required.
License or Certificate:
A valid Texas Driver’s License; the ability to obtain one within ninety (90) days of employment, or a military waiver is required.
Special Requirements:
Ability to work in a standard office environment.
Essential duties require the following physical skills and work environment:
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
___ Sedentary – lifting of no more than 10 pounds
_X_ Light – lifting no more than 20 pounds; carrying up to 10 pounds
___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (< 10% of the time)
Code / Task
_M_ Standing
_E_ Sitting
_M_ Walking
_I_ Lifting
_M_ Carrying
_M_ Pushing/Pulling
_I__ Overhead Work
_E_ Fine Dexterity
_I__ Kneeling
_M_ Crouching
_I__ Crawling
_M_ Bending
_M_ Twisting
_A_ Climbing
_I__ Balancing
_E_ Vision
_E_ Hearing
_E_ Talking
___ Other: _____________________