Administrative Assistant – Public Works

Under administrative direction of the Assistant Director of Public Works provides a wide variety of administrative support to the Public Works Department.

ESSENTIAL FUNCTIONS

· Independently researches, compiles, organizes, and analyzes information to assist the department functions.

· Assist the Public Works Department with agenda memo and item preparation for council, P&Z, Zoning Board of Adjustments, and other meetings.

· Assists with preparation of all necessary accounting, billing, and record keeping of Inter-local agreement agencies for fleet maintenance.

· Organizes and maintains various administrative, confidential, reference, and follow-up files; scans documents into records management software on a regular basis and assists with the purging of files as required by law.

· Prepares correspondence to citizens, agencies, businesses and contractors as needed

· Assists with customer service in Permitting and Planning or other areas as needed.

Assists with on-going updates for Public Works Department software

· Responsible for preparing daily deposit for the City's cash collection activity and posting to General Ledger.

· May perform other assignments and handle special projects, as required.

· Maintains confidentiality of all records per federal, state and local laws, ordinances, or policy.

· Acts as Records Management liaison for the Public Works Department.

· Assists with the processing and distribution of daily mail to the proper divisions.

· Assists with the preparation and filing of Federal, State and local reporting documentation (TCEQ, MS4, Water Conservation, Sewer Overflow etc.).

· Assist Public Works divisions with calendar management, travel arrangements and travel expense report preparation.

· Assist with maintaining appropriate level of work supplies.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SCOPE OF SUPERVISION

· Works under administrative direction of the Assistant Director of Public Works.

MINIMUM QUALIFICATIONS

High School diploma or equivalent; AND one (1) year of progressively responsible work, in municipal government administrative support; OR an equivalent combination of education, training and experience. Associates degree in Public Administration, Business Administration or a related field preferred. Bi-lingual preferred.

Public Information and Open Meeting Act Certification.

Possession of a valid Texas driver's license.

Notary public.

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

Knowledge of:

· City organization, operations, policies and procedures.

· Council-City Manager form of government.

· General principles of Accounting.

· Texas Public Information and Open Meeting law.

· Principles and practices of effective customer service.

· Principles and practices of conflict management and resolution.

· Principles and practices of project management.

· Applicable local, state and federal laws, regulations and guidelines.

· Texas Constitution.

· Texas Local Government Codes.

· Applicable policies, procedures and regulations covering specific areas of assignment.

· Business and personal computers, and spreadsheet software applications.

Skilled in:

· Handling situations requiring diplomacy, fairness and firmness.

· Understanding, and applying relevant policies and procedures.

· Multi-tasking and working effectively under stressful or high-pressure work environments.

· Establishing and maintaining effective working relationships with City executive staff, City Council, other support staff, other City staff, external government agencies, vendors and the general public.

· Operating a personal computer and various software programs.

· Maintaining confidentiality.

· Effective oral and written communication.

· Collaboration and problem solving.

· Multiple tasks, prioritizing, and meeting deadlines.

· Exercising sound judgment and effective decision-making.

· Managing multiple projects or tasks.

· Providing exceptional customer service in person, by email and by telephone.

Ability to:

· Receive and respond positively to constructive feedback.

· Work cooperatively with others in a professional office environment.

· Provide excellent customer service.

· Offer flexibility and adaptability, especially during times of change.

Work Environment

Office in a climate-controlled environment with minimal exposure to inclement weather. Exposure to computer screens, sitting for prolonged periods of time, walking, standing, stooping, bending, kneeling, and lifting up to 35 pounds. Need manual dexterity and visual acuity. Must be able to operate assigned equipment and vehicle and to adhere to all safety guidelines. Possible exposure to challenging customers.

Job Type: Full-time

Pay: From $19.81 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person