Administrative Assistant

Essential Functions Of Work

• Provides administrative support to the Fleet Division Manager, Street Division Manager, and Solid Waste Division Manager and administrative support across multiple Public Works divisions to ensure continuity of operations.
• Affords assistance to Division Managers, Superintendents, Foremen, and field personnel with administrative and operational support activities.
• Congresses, prepares, and distributes correspondence, reports, presentations, memoranda, and other departmental documents.
• Conducts research and gathers information for special projects, reports, and presentations.
• Reviews documents, reports, records, and correspondence for completeness, accuracy, and compliance with departmental standards, policies, and procedures.
• Maintains departmental files, records, and documentation in accordance with established retention requirements.
• Serves as a knowledgeable resource to staff by providing guidance on administrative procedures, departmental processes, and Public Works operations, programs, and services.
• Maintains working knowledge of departmental software systems, administrative procedures, and operational practices.
• Utilizes OpenGov (Cartegraph), New World, NeoGov, Municode and other departmental systems to support operational continuity.

Fiscal Monitoring and Budget Support

• Aids in preparation, monitoring, and development of annual budget presentations and supporting materials of division budgets for Fleet, Street, and Solid Waste operations.
• Prepares and enters budget data including personnel costs, wages, benefits, longevity, retirement contributions, pension obligations, revenues, expenditures, and internal service charges.
• Maintains budget activity and prepares financial reports along with all required supporting documentation.
• Coordinates with Finance and Budget staff to ensure accurate budget preparation, timely reporting, and proper execution of financial transactions.
• Maintains financial records and documentation in accordance with City policies and accounting practices.

Agenda Reports and Public Information

• Processes agenda reports and supporting documentation through designated municipal software systems.
• Maintains and updates Public Works webpages for assigned divisions.
• Publishes public notices, service alerts, informational materials, holiday schedules, press releases, and other public communications.

Backup Administrative Coverage

• Provides backup coverage for clerical and administrative personnel throughout the Public Works Department during employee absences, vacations, training or other staffing shortages.
• Affords assistance with telephone coverage, customer service inquiries, dispatch support, work order processing, service requests, and related administrative functions.