Management Assistant II - Public Works

About the role

The Fleet Services Division within the Public Works Department is responsible for maintaining, repairing, and managing the City's diverse fleet of vehicles and equipment that support essential public operations. Our team ensures safe, reliable, and efficient fleet performance through expert mechanical service, strategic asset management, and strong customer support to internal departments. We take pride in our commitment to sustainability, operational excellence, and delivering high quality service that keeps the City moving. This position serves as the primary administrative and business operations support for the Fleet Services Division and reports directly to the Deputy Public Works Director. They are responsible for coordinating a wide range of fiscal, personnel, and operational activities.

Responsibilities

• Monitoring expenditures
• Processing and reconciling invoices
• Overseeing employee badging and facility access processes
• Coordinating procurement needs and tracking contracts and service agreements
• Assisting with the development and monitoring of the division's operating and capital budgets
• Coordinating human resources functions including hiring, onboarding, personnel actions, and maintaining training records
• Organizing and distributing vehicle emission vouchers; and ensuring compliance with City administrative policies and procedures
• Working closely with Fleet leadership, Public Works Fiscal, Human Resources, Procurement, and internal customers to ensure efficient business operations, maintain accurate financial and personnel records, prepare reports and presentations, and identify opportunities to improve administrative processes and customer service throughout the division

Requirements

Three years of professional-level experience in research, finance or public administration AND Master's degree in business or public administration, or a related field. Other combinations of experience and education that meet the minimum requirements may be substituted. All finalists for positions are subject to a criminal background check applicable to the department or position.

Qualifications

• Experience with budget and fiscal processes
• Working with SAP Enterprise
• Supervising professional level or administrative staff
• Supporting management or executive level staff
• Serving as a liaison working with multiple internal and external teams
• Reviewing, editing, and writing correspondence, supplemental requests, and city council reports
• PowerPoint presentations including drafting, editing, approving documents for various audiences

Skills

• Strong organizational and problem-solving skills
• Proficient with Microsoft Office 365
• Commitment to collaborative teamwork and providing excellent customer service
• Innovative, adaptable, and ready to jump in to support the department goals and initiatives
• Strong written and oral communication skills with individuals, groups, and members of the media
• Ability to multi-task and have excellent follow-through skills
• Build and maintain relationships
• Committed to continuous improvement
• Organized, professional, and reliable
• Take initiative, capable of making thorough analysis and sound recommendations, and work independently while managing a complex workload in a balanced, efficient, and effective manner
• Knowledge of City Council reports, processes and the Legistar software
• Legistar, SAP, Concur Solutions and Microsoft Office products

Benefits

• Traditional pension with employer