Public Works Administrative Specialist

About the role

The Public Works Administrative Specialist provides essential support for the Public Works Leadership by managing administrative tasks, assisting with budgets and grants, coordinating projects and training programs, and serving as a point of contact for internal and external stakeholders.

Responsibilities

• Compiles information and projections to aid in the preparation of annual budget requests, and monitors established budget and utilizes authorized budgetary and purchasing procedures.
• Research, compile, and summarize a variety of information to prepare periodic and special reports; prepare correspondence, written materials, and assist with the production of difficult and lengthy projects on a regular basis.
• Affords assistance to the Public Works Director and Assistant Director with daily Tyler Technologies procurement processes, including entering requisitions and tracking purchase orders.
• Assists with monitoring capital project progress.
• Manages the schedule of the Public Works Director and keeps Director comprised of all pertinent or time sensitive situations.
• Guides and trains utility work crews in data collection and distribution, including designing and implementing user friendly data collection procedures.
• Affords assistance with agenda memos and other documents to prepare for Council meetings.
• Maintains the schedule of the Public Works Director and keeps Director comprised of all pertinent or time sensitive situations.
• Monitors, implements updates, and trains Public Works departments on work order system.
• Affords assistance in the implementation and updating of Public Works asset management plan.
• Demonstrates continuous efforts to improve operations, streamline work processes, and work cooperatively with all staff and external partners.
• Provides excellent internal and external customer service.

Qualifications

• Bachelor’s Degree preferred in related field.
• Two years’ administrative experience required.
• Excellent communication and organizational skills required.
• High level of computer skills and general technology required.
• Knowledge and ability of GIS database systems integration, and quality control and assurance techniques.
• Knowledge of GIS mapping and data systems including use, operation, and customized mapping and database design.
• Experience in grant writing preferred.
• Ability to adapt to change in the workplace.
• Ability to pass criminal history checks.
• Willingness to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
• Valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required.
• Agreement to maintain a satisfactory MVR and minimum requirement of insurability as required by law.
• Available for occasional night and weekend work.
• Minimal travel - ability to travel for activities such as meetings, classes, and workshops in and out of the area.
• Ability to travel by air as needed to attend training, conferences, and related activities.
• Overnight travel as required.
• Ability to drive, occasionally long distances.
• Prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Understand and carry out instructions and procedures required.
• Assemble and analyze data, prepare comprehensive and accurate reports and formulate policy and service recommendations.
• Grant writing experience preferred.
• Effectively communicate ideas and concepts orally and in writing, and make presentations in public forums.
• The use of office equipment and technology, including computers and related software, and the ability to master new technologies.

Skills

• Professional public management techniques involved in budgeting, public relations, contract negotiations and contract administration, and general project management.
• Federal, State, and local regulations governing utilities construction, operations, management, and reporting requirements.
• Purchasing procedures, payroll and related ordinances.
• Closing Statements

Benefits

No benefits provided at this time.

Pay

Salary range: $40,000 - $50,000 annually.

Schedule

Regular work hours are 8-5, Monday-Friday, however the schedule may be adjusted based on the needs of the department.