PUBLIC WORKS ADMIN COORDINATOR

About the role

The City of Walla Walla seeks a highly organized and detail-oriented individual to provide comprehensive administrative support to the Public Works Department.

Responsibilities

• Plan and perform complex administrative office projects, coordination and management tasks for the department.
• Provide procurement, contracting, budgeting, reporting, and bidding support and assistance.
• Support budget preparation and assist in monitoring budgets for the department.
• Prepare and submit grant applications, billings, reports, and reimbursement requests.
• Communicate with staff at all levels; act as first point of service with customers and outside organizations; provide procedural information and answer questions.
• Answer phones, distribute mail, and provide administrative support to the Department.
• Track expiration dates of licenses, contracts, insurance, etc.
• Order and monitor inventory for office supplies and copier paper; ensure facilities and equipment are operable and resolve problems when needed.
• Coordinate with other administrative professionals in the Department to ensure adequate coverage; temporarily fill in and/or assist others, including communications as needed.
• Make travel and training arrangements.
• Manage and maintain document archives.
• Prepare and review reports and correspondence.
• Process and track Public Records Requests.
• Collaborate with and assist with Communications.
• Conduct a variety of studies involving programs, systems, operations, special needs, issues or activities; research, analyze and prepare recommendations or conclusions on assigned projects; research, analyze and prepare information on a variety of topics for departmental purposes or dissemination to the public.
• Provide staff support and administrative assistance to boards and committees as required; schedule, attend and record meetings, and type meeting minutes; prepare reports, agendas, correspondence and other materials.
• Order PPE and uniforms.
• Coordinate the annual hearing testing contracts for the Hearing Loss Prevention Program.
• Facilitate Accident Review Board investigations on safety incidents.
• Coordinate Service Center Safety and Health Committee meetings and administer safety programs for the Department.
• Collaborate with and assist with Communications.

Requirements

• Two years of college-level course work in business administration, office management, or related field.
• Four years of increasingly responsible administrative office support/office manager experience, including at least one year in a municipal government environment.
• Valid State driver's license.

Qualifications

• Strong organizational skills and attention to detail.
• Proficient with modern office practices, management techniques and procedures; able to operate standard office equipment such as computers, copiers, scanners; produce advanced word processing documents, presentations and spreadsheets; utilize financial software; and work order systems.
• Able to prepare and present information with desktop publishing and website management software used by the City; create and maintain basic computer databases, spreadsheets and tracking systems.
• Ability to read, interpret, apply and explain codes, rules and regulations, policies and procedures.
• Proficient with basic mathematical skills to accurately add, subtract, multiply, divide and determine percentages; apply financial and statistical record-keeping techniques.
• Demonstrated financial and statistical record-keeping techniques including basic budget preparation and controls; presentation of statistical and narrative reports.
• Work independently to complete data entry within time and date parameters; set priorities; meet deadlines; exercise independent judgment; determine appropriate action within clearly defined guidelines.
• Demonstrated customer service skills of tact, patience and courtesy; employ telephone and radio etiquette; understand and value the diversity of individuals; communicate with courtesy and respect.
• Work cooperatively with customers and employees as a member of a service-oriented team; able to present a positive professional image to the general public and other City Departments.
• Work with discretion to ensure proper confidentiality practices and procedures are followed.
• Able to maintain records, files and filing systems in accordance with established procedures including alpha and numeric filing systems.
• Demonstrate effective communication skills both orally and in writing including correct English usage, grammar, spelling, punctuation and vocabulary; present ideas and concepts with concise clarity.
• Assure compliance with federal, state and local laws; department rules, regulations and policies.
• Promote health and safety principles; safe workplace awareness.
• Able to use GIS mapping software; understand processing requirements and procedures for public documents and meetings.
• Keyboard at 50 words net per minute from clear copy.

Skills and Abilities

• Strong organizational skills and attention to detail.
• Proficient with modern office practices, management techniques and procedures; able to operate standard office equipment such as computers, copiers, scanners; produce advanced word processing documents, presentations and spreadsheets; utilize financial software; and work order systems.
• Able to prepare and present information with desktop publishing and website management software used by the City; create and maintain basic computer databases, spreadsheets and tracking systems.
• Ability to read, interpret, apply and explain codes, rules and regulations, policies and procedures.
• Proficient with basic mathematical skills to accurately add, subtract, multiply, divide and determine percentages; apply financial and statistical record-keeping techniques.
• Demonstrated financial and statistical record-keeping techniques including basic budget preparation and controls; presentation of statistical and narrative reports.
• Work independently to complete data entry within time and date parameters; set priorities; meet deadlines; exercise independent judgment; determine appropriate action within clearly defined guidelines.
• Demonstrated customer service skills of tact, patience and courtesy; employ telephone and radio etiquette; understand and value the diversity of individuals; communicate with courtesy and respect.
• Work cooperatively with customers and employees as a member of a service-oriented team; able to present a positive professional image to the general public and other City Departments.
• Work with discretion to ensure proper confidentiality practices and procedures are followed.
• Able to maintain records, files and filing systems in accordance with established procedures including alpha and numeric filing systems.
• Demonstrate effective communication skills both orally and in writing including correct English usage, grammar, spelling, punctuation and vocabulary; present ideas and concepts with concise clarity.
• Assure compliance with federal, state and local laws; department rules, regulations and policies.
• Promote health and safety principles; safe workplace awareness.
• Able to use GIS mapping software; understand processing requirements and procedures for public documents and meetings.
• Keyboard at 50 words net per minute from clear copy.

Benefits

The benefits listed below are those currently enjoyed by full-time non-represented City of Walla Walla employees. It is important to remember that over the course of time these benefits may change - they are not permanent. Benefits may change through the City Council or administrative action, contracts or changes mandated by state and federal law.

• Medical, Dental, & Vision Insurance
• Low-Deductible Plans
• H.S.A. (City will annually contribute $750 for an individual and $1500 for a family)
• High-Deductible Plans
• Baker Boyer Bank - BPAS, MissionSquare, or the Washington State Deferred Compensation Program (DCP)
• Deferred Comp
• Retirement Plan
• Paid Holidays
• Vacation Time
• Sick Leave
• Longevity Pay
• Wellness Program