Public Works Office Administrator

About the Role

This position provides high-level administrative support as well as day-to-day operational administrative support to the Public Works Director and all divisions of the department as assigned. It also provides some administrative support for the Planning Department and the Assessing Department. The role involves administrative functions related to procurement and recordkeeping (approximately 40% of time) as well as office management and clerical support (approximately 60% of time) for the Public Works Director, all Public Works divisions, the Planning Department, and the Assessing Department.

The Public Works Office Administrator assists and acts in a confidential capacity to the Police Chief, Municipal Administrator, Assembly, and other department heads who formulate, determine, or effectuate management policies.

Responsibilities

• Serves as the first point of contact and greets visitors to Public Works, Planning, and Assessing departments; dispenses information, refers visitors to appropriate personnel, answers questions, hears complaints, and resolves problems when possible.
• Responds to Water and Wastewater emergency calls from the public by directing them to the appropriate personnel for resolution.
• Prepares and types correspondence, memorandums, reports, and related materials for the Public Works Director, Contract Manager, and other Public Works personnel as assigned.
• Drafts and recommends the annual operating budget for the administration office for Public Works.
• Distributes official Public Works correspondence, documents, and other written materials to the appropriate departments and agencies.
• Processes work orders for all divisions of Public Works, including assigning accounts and project numbers and calculating labor, material, inventory, and equipment costs.
• Processes billing requests from various units within the Public Works Department, evaluates billing charges, and submits bills to leads and supervisors.
• Processes purchase orders for the department, including generating material receipts, establishing vendors, and implementing a tracking system.
• Provides notary services to the department and the public.
• Establishes and maintains departmental files, including project files, archives, and street files in accordance with retention schedules and local, state, and federal requirements.
• Arranges and coordinates travel schedules for department personnel as requested.
• Maintains calendars and arranges and publicizes meetings as requested.
• Maintains accounts for municipal vehicles and equipment, including assigning vehicle and equipment numbers, ensuring licensing and registration, and tracking costs, titles, and responsibility.
• Provides troubleshooting for desktop computers, printers, and large document copiers, and coordinates IT maintenance when necessary.
• Responsible for Public Works website design and maintenance.
• Maintains assigned department inventories and orders office supplies as necessary.
• Performs special projects as requested by the Public Works Director.
• Performs other duties as assigned.

Skills & Qualifications

Knowledge Of

• Modern office procedures, filing systems, and computer equipment.
• Customer service policies and best practices.
• Generally accepted accounting principles, practices, and procedures.
• Municipal purchasing procedures.
• Inventory processes, principles, and best practices.

Skills In

• Operating a personal computer with Microsoft software such as Word, Excel, and Outlook, and using customized software to accomplish assigned tasks.