Administrative Assistant II-Public Works & Engineering

About the Role

We are looking for an exceptional customer‑service oriented Administrative Assistant II! Reporting to the Director or Superintendent, the Assistant performs a variety of high‑level administrative and support functions related to the daily operations of the Department of Public Works and Engineering. This position takes customer‑service calls, works closely with fellow team members, and assists residents and the community on a daily basis. It offers an opportunity to provide excellent service and thrive in an exciting, dynamic work environment.

Preferred Qualifications

• Proficiency in Microsoft Office, with emphasis on Excel and Word
• Ability to manage multiple databases/spreadsheets with efficiency and accuracy
• Skill at preparing mass mailings and mail‑merge functions for regular large‑scale mailings
• Exceptional attention to detail
• Ability to coordinate multiple people and processes, such as helping with utility meter appointments and troubleshooting utility issues or questions as needed

Essential Duties

• Receive, screen, and direct telephone calls, correspondence, and visitors to the department.
• Respond to inquiries and complaints and provide information.
• Refer complex issues to appropriate individuals as necessary.
• Assist in the development and/or preparation of the departmental budget.
• Engage in accounting activities such as generating billings, reconciling statements, processing payroll, and similar tasks.
• Draft correspondence, reports, memos, and other items.
• Type, enter data, copy, file, and/or delegate secretarial tasks.
• Schedule appointments and arrange administrative meetings and conferences.
• Maintain inventory of supplies and equipment.
• Place orders and make purchases according to established procurement procedures and within budgetary guidelines.
• Establish and maintain concise and comprehensive filing and records systems.
• Assemble data and process various reports, generating monthly and year‑end statistical reports, and others as requested.
• Attend various meetings and record and transcribe minutes as necessary.
• Perform related work as required.

Qualifications

• High school diploma or equivalent, supplemented by additional coursework in business management, office management, secretarial science, or a related field, plus four or more years working in an office setting.
• Considerable knowledge of general office operations, clerical and secretarial procedures, and municipal government.
• Ability to operate general office equipment and software (computer, current office and township‑related software, calculator, copier, fax machine, etc.).
• Ability to convey and understand information effectively, both verbally and in writing.
• Ability to critically assess situations, solve problems, and work effectively within deadlines and changing work priorities.
• Ability to establish effective working relationships, use good judgment, and demonstrate initiative.
• A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

Physical Demands and Work Environment

The employee typically works in a quiet office setting. Regular communication occurs in person, by phone, and in writing (including email). The role frequently requires the use of hands to touch, handle, or feel objects, and to reach with hands and arms. Occasionally the employee may need to stand, walk, stoop, or kneel, and must occasionally lift and/or move items of light to moderate weight.