Administrative Assistant 3 - PW

Representative Duties

Provide executive-level administrative support to the Public Works Director and division managers
Coordinate department workflows, schedules, communications, and operational follow-up
Support contract administration, grant documentation, and compliance requirements
Maintain financial, purchasing, and budget tracking records
Serve as the department’s Records Management representative
Support customer service request systems and public communications
Prepare agendas, minutes, reports, and public notifications
Train and support administrative staff on procedures and systems

Required Education And Experience

High school diploma or GED
Four (4) years of increasingly responsible administrative support experience
Experience with complex coordination, records management, financial tracking, and customer service
Experience supporting executive-level staff is highly desirable
Training in Public Works contract administration is a plus
Knowledge Of Organization, functions, and activities of the assigned department.
Financial and statistical record-keeping techniques.
Principles of supervision include training and development of assigned personnel.
Processing requirements and procedures for public documents.
Basic budget preparation and control techniques.
Modern office practices, procedures and equipment including a personal computer.
Computer software including word processing, spreadsheets, and database management.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills including tact, patience, and courtesy.
Laws, codes, regulations, policies, and procedures related to the assigned department and work performed.
City and department organization, operations, policies, and objectives.
Office management techniques.
Telephone techniques and etiquette.

Skills

Skill In Planning and performing complex administrative and office coordination duties.
Relieving the Director of administrative duties having a department wide impact.
Performing secretarial and administrative assistance duties in support of the Director.
Operating a computer terminal to enter data, maintain records and generate reports.
Researching and analyzing data and information and develop, evaluate, and present alternative recommendations.
Communicating effectively both orally and in writing.
Maintaining financial accounting records.
Preparing, monitoring, and controlling assigned budgets.
Updating website pages and use of various social media.
Operating cell phones to manage phone app citizen request program.
Typing, transcribing materials and operating office equipment.
Typing at 45 words net per minute from clear copy.

Ability

Able To Plan and organize work.
Evaluate and recommend improvements in operations, systems, procedures, policies, and methods.
Present ideas and concepts clearly and concisely.
Read, interpret, apply, and explain codes, rules, regulations, policies and procedures.
Work confidentially with discretion.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and timelines.
Work independently with little direction.

Licenses And Other Requirements

Certification and/or training in Public Works Contract Administration, highly desired.

Required Question

01 Describe your experience providing administrative support in a fast-paced office or operational environment. Include examples of the types of administrative duties you performed and how you managed competing priorities and deadlines.
02 This position regularly interacts with staff, residents, businesses, contractors, and outside agencies. Describe your experience in providing professional customer service when responding to questions, complaints, or difficult situations.
03 Describe your experience using office technologies, software applications, electronic records systems, scheduling systems, customer service request systems, website content tools, or other administrative technologies. Include examples of how you have learned, adapted to, or helped implement new systems, processes, or technologies in the workplace.