Public Works Office Coordinator

Serves as the first point of contact

• Serves as the first point of contact for Public Works inquiries, service requests, and complaints received by phone, email, or in person
• Communicates tactfully and courteously with residents, customers, employees, vendors, and other stakeholders

Provides administrative support

• Enters, updates, reviews, and researches service requests and work orders in the work management system
• Maintains organized electronic and physical filing systems, including departmental records, promotional materials, recruitment materials, uniform records, and other assigned documentation
• Generates and maintains daily bulk waste and cart delivery logs for Solid Waste operations
• Utilizes and updates work order, asset management, mapping, purchasing, financial, and related software systems as required
• Processes invoices, purchase orders, and requisitions; tracks expenditures; reconciles related records; and coordinates with Accounting/Finance to support departmental budget administration
• Orders and maintains office supplies and assists with departmental inventory and administrative needs

Supports special projects

• Conducts research and assists with special projects, reports, data collection, and operational initiatives as assigned
• Provides administrative support during emergency operations, inclement weather events, or other City operational needs as required

Other duties

• Ability to develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public
• Communicate basic information to coworkers, internal customers, and the public in a respectful and knowledgeable manner
• Absolutely handle confidential information, understand discretion and chain of command
• Use effective judgment in discussing and resolving customer-related issues consistent with City and departmental policies and procedures
• Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain accurate records using a variety of source materials
• Work with frequent interruptions and changes in priorities
• Prepare clear and concise written reports, summarize meeting minutes, and compose emails, business letters, and various correspondence in a clear and professional manner
• Make basic mathematical calculations, track and reconcile expenditures, and ensure accuracy of invoices and other related documents
• Utilize specialized software and systems in performance of job duties, which may include work management, asset management, mapping, purchasing, financial, and records systems
• Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite
• Maintain confidentiality, follow chain of command, and exercise sound discretion when handling sensitive information, customer concerns, departmental records, and operational matters

Minimum Qualifications

• High school diploma or GED required
• Supplemented by two years of related experience in customer service, administrative support, utility billing, public works, municipal government, or a related field preferred
• Or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job

Preferred Qualifications

• Experience with municipal government, public works, utilities, customer service, work order systems, asset management systems, financial systems, records management, or Microsoft Office Suite