Public Works Administrative Services Assistant

Do you have experience in providing administrative support?
Do you have experience in processing Public Works work orders or permits?
Do you want to continue to thrive and grow in your experience, training and education?
Want to become part of an efficient, dynamic department where you will learn how a City Public Works department functions?
THE CITY OF LEAWOOD, KANSAS is looking for anADMINISTRATIVE SERVICES ASSISTANT
Why you should apply to be a part of the Public Works Administrative Team at the City of Leawood as the Administrative Services Assistant:

• The City of Leawood is in an exciting and dynamic period of internal growth and we are looking at how to expand the City Clerk's office.
• Come on as the Administrative Services Assistant in the Public Works' office where you will interact with employees, citizens, and vendors, and aid in making meaningful changes at the City of Leawood.
• The Public Works Administrative Team is an efficient department made up of 5 employees; Contract and Administrative Supervisor, Contract Specialist, Special Projects Coordinator, and two Administrative Services Assistants. The team challenges and supports each other to grow personally and professionally.
• The Public Works Administrative Team strives for excellence in their service to each other, fellow employees, vendors and ultimately the citizens of Leawood.

Additional Information: The City of Leawood offers career development opportunities in which the employee could increase their experience, training, and pay. The position is eligible to receive merit based pay increases every year (merit increase up to 3.9% increase) and opportunities to continue to grow in the Public Works field. Employees also receive a Time In Service Bonus every three years of employment on their anniversary date equal to 5% of their annual salary.
Summary of the Position: The Public Works Administrative Services Assistant provides administrative support for the Public Works Administrative Department, coordinates, monitors and reconciles bill payment/purchase requisition process. Public Works Administrative Services Assistant I provides a high level of customer service while performing work of moderate difficulty supporting and assisting the day-to-day operations of the Public Works Department, including but not limited to design, engineering, and inspection.
General Overview of Responsibilities:

• Performs a variety of clerical duties including but not limited to typing correspondences, meeting minutes, reports, running errands for the department and special assignments.
• Assist in processing the City's Right of Way Permits and payment requests.
• Provides administrative support, information, and direction to employees, job applicants and the public regarding the Public Works department.
• Responsible for ensuring maintenance on office equipment and ordering of office supplies for department.
• Coordinates daily mail activities, both incoming and outgoing, for the department.
• Coordinates daily monetary deposits and ensures paperwork is filed correctly.
• Coordinates and maintains department files, including but not limited to certificates of insurance, bonds, directories, brochures, and correspondences with the public.
• Codes and prepares departmental invoices and purchase orders for approval signatures.
• Verifies and processes department purchase requests related to the Engineering, Inspection and Administration divisions.
• Responsible for verifying, reviewing and processing vendor invoices in the financial system and processing the payments through the City's Financial System. M
• Provide customer service to outside vendors, the public and internal departments in regards to payment and invoice processing.
• Assists in scheduling Public Works service requests, including but not limited to storm sewer locates and inspection calls.
• Assists in the follow-up of damaged infrastructure claims; works with the Municipal Court, Police and Finance department to create invoices for reimbursement requests.
• Assists the Public Works Administrative and Contracts Supervisor in coordinating the Department's external and internal communications.
• Assists the Public Works Director in providing administrative support to the City Committees including City Council, Planning Commission, Public Works Committee and Stormwater Committee.
• Responds to inquiries and complaints from the public and employees and completes follow-up as appropriate.

Minimum Requirements: Must have a minimum of a high school diploma or equivalent. Must have a minimum of two (2) years' experience in an administrative or clerical role. Experience in processing invoices and records management preferred. An Associate's Degree in Business Management or related field is equivalent to two year (2) years of experience. Must be or have the ability to become certified as a Kansas Notary Public. Must possess a valid driver's license and acceptable driving record per the City's drivers Use of Vehicles for City Business policy throughout employment with the City.
Accepting Applications through Friday, May 26, 2023
Starting Rate of Pay: $20.21 -$22.23 / hour, DOQ
(This is a non-exempt benefits eligible position.)
Apply Today!