Administrative Assistant

About the role

We are looking for an organized Administrative Assistant to support a public works office in Pennsylvania. This contract position is expected to last about three weeks, or until the role is filled internally, and requires a dependable, detail-oriented individual who can keep daily administrative activities running smoothly. The person in this role will assist with office coordination, resident communication, record maintenance, and departmental support in an onsite government setting.

Responsibilities

• Support the Director of Public Works by arranging meetings, managing scheduling needs, drafting written communications, and safeguarding sensitive documentation.
• Maintain attendance information and enter purchase orders accurately to support department operations and tracking.
• Review incoming permit applications, process required information, and issue permits according to established departmental guidelines.
• Answer incoming calls, route inquiries to the appropriate contacts, and provide helpful front-line assistance to residents with public works questions or concerns.
• Track service and repair requests involving roads, streetlights, traffic signals, and related infrastructure issues, ensuring details are documented clearly.
• Use Microsoft Office and department database systems to update files, prepare reports, record meeting notes, and assist with general office administration.

Requirements

• At least 2 years of experience in administrative support, office coordination, or a similar detail-focused setting.
• Ability to handle inbound calls effectively and provide courteous assistance to internal staff and community members.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Experience performing receptionist or front-desk duties in a busy office environment.
• Proficiency with Microsoft Office applications and comfort working in database systems.
• Ability to manage confidential information responsibly and maintain organized records.
• Strong written and verbal communication skills with the ability to multitask effectively in an onsite office setting.