Operations Maintenance Admin Assistant

General Information

Date Posted: Wednesday, May 27, 2026
Department: Public Works & Utilities – Operations & Maintenance Division
Compensation: Up to $31.14/hr DOQ
Hours: Full Time
Deadline: Open until filled
To Apply: Please click the following link here

Department/Location

Department: Public Works & Utilities – Operations & Maintenance Division
Location: N/A

FLSA Status

Non-exempt

Supervision

Supervision Exercised: None
Supervision Received: Streets & Drainage Superintendent, Landscape & Grounds Superintendent, Water Distribution Superintendent, Operations & Maintenance Manager, PWU Associate Director and PWU Director

Essential Duties and Responsibilities

• Provide professional customer service by answering phones and assisting callers and visitors in a clear, courteous, and efficient manner; route inquiries to appropriate staff as needed.
• Serve as a primary point of contact for the public by responding to inquiries via phone, email, and in person; track, coordinate, and resolve questions, concerns, and service requests by entering and monitoring work orders in the City’s management system, directing requests appropriately, and providing status updates.
• Receive, enter, and distribute work order requests from the public and internal staff; monitor progress and generate routine reports on work order status and performance.
• Prepare, compose, and distribute general correspondence, reports, and departmental documents with accuracy and professionalism.
• Perform a wide range of administrative duties, including document preparation, data entry, filing, and records management.
• Maintain organized electronic and manual filing systems in compliance with record retention requirements; ensure documents are accurate, accessible, and up to date.
• Maintain and update databases, spreadsheets, and tracking systems; collect and organize data to support reporting and operational analysis.
• Cook up and manage on-call rotations to ensure adequate coverage and operational continuity.
• Aid with payroll processing and time-off request processing.
• Organize and prioritize high volumes of information, tasks, and public interactions in a fast-paced environment.
• Prepare, coordinate, and distribute on-call schedules and work order reports.
• Aid with purchasing card reconciliations and related administrative tasks.

Knowledge, Skills and Abilities

• Expertise in grammar, spelling, punctuation, and business English for effective verbal and written communication.
• Strong familiarity with business machines and modern office practices and procedures.
• Capability to acquire and demonstrate thorough knowledge of departmental functions, regulations, and policies.
• Self-sufficiency in managing tasks and completing assigned projects with minimal supervision.
• Creative aptitude for independently developing and executing desktop publishing projects from concept to completion.
• Strong organizational skills and attention to detail.
• Proficiency in handling multiple tasks simultaneously and maintaining detailed records.
• Excellent interpersonal skills for collaborating with colleagues and assisting the public in a cooperative and courteous manner.
• Professional ability to build collaborative partnerships across functions and levels, excelling as a team player.
• Professional demeanor with the ability to work autonomously, handling sensitive and confidential information with discretion and integrity.
• Commitment to learning and adhering to City and departmental rules, regulations, guidelines, and procedures.
• Ability to lift upwards of 50 pounds.

Environmental Conditions

Work is primarily performed inside in an office setting. Must be able to work closely with others and under possible stressful conditions. Appropriate training and safety equipment, including personal protective equipment (PPE), will be provided for all working conditions.

Computer Equipment and Software Requirements

• Personal computers;
• Standard office equipment, including but not limited to printers, copiers, scanners, and fax;
• Computer software, including Microsoft Word, Excel, Publisher, PowerPoint, Outlook, and Acrobat;
• The ability to quickly learn new software applications such as Munis, PowerDMS, Public Stuff, and various department-specific programs.

Education and Experience

• High school diploma or GED equivalent.
• Minimum one (1) year of diversified office clerical experience.
• At the discretion of the City Administrator or designee, an equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills, and ability to successfully perform the essential functions of the job will be considered.
• Valid Florida Driver License is required or ability to obtain within 30 days of establishing residency in Florida and ability to maintain a valid Florida driver’s license.
• Commercial Driver License: A Commercial Driver License (CDL) is not required for this position.

Pay Grade

Pay Grade: 112