Under general supervision, to provide specific administrative, technical, or analytical support functions for the Public Works workgroups; to analyze information and process data; schedule and coordinate meetings; provide excellent customer service to internal and external customers; and to perform related duties as required. To function as a member of the Administrative Services Team supporting the success of Public Works and city activities.
** Generally Work Hours are 7am - 3pm Monday - Friday**Duties & Responsibilities
1. Performs administrative tasks in support of Public Works Department daily operations in collaboration with coworkers on the Administrative Services Team. This may include the following:
- Provides phone and online customer service to community members. Acts as a liaison between customers and staff to ensure customer needs are met. Triages issues to appropriate staff and supports appropriate follow-up. Effectively uses tools like the customer relationship management system and the phone queue system for responding to customer inquiries. Follows instructions and guidance provided to most effectively meet customer needs.
- Provides overall office management such as office supply organization, equipment tracking and maintenance, resource tracking, and meeting room AV equipment support.
- Provides technological device support for mobile phone setup and tracking and computer asset ordering and tracking. Acts as a liaison between staff and the city's IT Department.
- Identifies priority work issues and items regarding department tasks and coordinates a prompt response; may delegate requests or questions to appropriate staff and/or prepare a response; tracks and manages the flow of information and responses for the work area.
- Acts as an information resource for departmental staff and assists staff with the research and development of special projects, including participating in and/or managing ongoing departmental projects.
- Utilizes excellent written and verbal communication skills to prepare and modify written materials, forms and other documents for the workgroups, including editing, formatting, proofreading and correcting grammar.
- Is expected to participate and engage in meetings and may help to facilitate conversations.
- Maintains appointment calendars and schedules meetings and appointments. Maintains meeting room calendars.
- Supports outreach efforts to community members. For example, coordinates mailings, facility tours, helps prepare for public meetings and events, and sometimes attends public meetings and events. This may include after-hours meetings. May support community volunteer coordination.
- Produces work that is highly accurate, complete and timely. Meets set deadlines.
- Provides support in the hiring process including scheduling interviews, providing interview materials to supervisors, coordinating correspondence with applicants through the NEOGov system, and helping to onboard new employees.
- May perform financial administrative support function like invoice payments (Accounts Payable) and vendor coordination.
- May act as a lead to other administrative staff, as requested by a supervisor. May assist in scheduling and coordinating work assignments for other administrative staff and train temporary administrative personnel.
- Demonstrates the ability to work with minimal supervision, to prioritize and resolve problems and to work under pressure.
- May help transcribe, update and revise SOP and hazard assessment documentation for workgroups.
- May help track safety trainings for staff.
- Records data in established databases and tracking software.
- Researches historical records and gathers information from a variety of reports and sources.
- Often under direct supervision, prepares information summaries from various sources. Performs calculations to develop trends, breakdowns, and other comparisons.
- Surveys other municipalities and employers and compiles comparative data.
- May assist in tracking training and certifications for staff.
- Performs related duties as required to meet the needs of the City.
- Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies and procedures. Reports all accidents and damage to City property.
- Responsible for knowing and complying with all City and department policies; participating in professional trainings and development; and adhering to attendance and workplace attire policies.
Associate's Degree or equivalent, and a minimum of three years of progressively responsible administrative office experience or an equivalent combination of experience and education. Demonstrated ability to manage an office, meet deadlines, and work individually or on a team. Interest, desire, and ability to communicate courteously and effectively with the public and city staff and to provide excellent customer service both in person and over the telephone; must be courteous, patient and personable when working with the public and diverse individuals. Proofreading and editing skills, including excellent grammar, punctuation, and spelling skills. Ability to work with confidential information. Excellent organizational and math skills. Experience with word processing, database and spreadsheet software. Ability to develop and maintain accurate filing systems. Demonstrated ability to work independently with minimal supervision; to prioritize and resolve problems; and to complete tasks while working under pressure in a fast-paced environment. Accurate typing speed of 50 ? 60 wpm. Valid driver's license. Have and maintain acceptable background information including motor vehicle records and criminal conviction record.
DESIRED QUALIFICATIONS ? In addition to the required minimum qualifications:
Bachelor's degree in a related field. Computer software experience using Microsoft Office. Financial processing experience. Data recording, tracking, analysis and reporting experience. Experience related to specific work-group assignment. Meeting facilitation experience. Experience presenting to a group.
WORKING CONDITIONS - Required Physical and Mental Effort, and Environmental
Physical and Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions.
Work Environment: Works primarily in a clean, comfortable environment. Works in a setting subject to continuous interruptions and background noises.
Machines and equipment used include, but are not limited to the following: Frequently uses standard office equipment including personal computers, telephones, calculators and copy/fax machines.
ACCOMMODATIONS: Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
A summary of the benefits available to city employees may be found here.
* Required Question