Public Works Administrative Assistant
Public Works Administrative Assistant
Application Deadline: Monday, October 2, 2023, at 5:00 p.m.
Hours: Monday – Friday, 7:00 a.m. – 4:00 p.m.
Pay Range: $22.3300 - $32.3785 Hourly / $46,446.40 - $67,347.28 Annually
Characteristics of the Job
Under general supervision of the Director of Public Works, performs advanced administrative duties; performs routine budgeting and bookkeeping duties; and otherwise relieves management of administrative and business detail.
Examples of Duties
- Provide on-going administrative support to the Director of Public Works and all divisions in the Public Works Department.
- Serve as a main point of contact for the resident request system, answering inquiries or directing them to the appropriate staff.
- Assist with processing invoices for payment and overseeing the use of purchasing cards for the Public Works Department, as well as provide invoicing information to the Finance Department for work performed for special events and contractual services.
- Draft city council resolutions, ordinances and agenda item descriptions.
- Maintain and account for department petty cash fund and office supplies.
- Assist in the preparation and entering budget data and with monitoring expenditures and revenues throughout the year.
- Assist with payroll duties for the Public Works Department, including bi-weekly data entry and related paperwork, in accordance with applicable labor agreements and/or City policy.
- Support administration of seasonal employees.
- Operate general and specialized office equipment such as computers, telephones, recording equipment, copiers, calculators, fax machine, etc.
- Organize and maintain files, correspondence and other records and reports.
- Greet visitors to the Public Works facility, ascertaining nature of business and directing visitors to appropriate person.
- Answer telephone calls received at the Public Works facility and give information to callers in accordance with departmental policies or route call to appropriate staff.
- Compose, compile and type important, detailed and complex correspondence and reports.
- Distribute incoming mail and prepare outgoing mail.
- Make regular contact with the general public, persons in other departments and outside agencies and some contact with officials at higher levels of the organization and outside agencies for the purpose of explaining procedures, services and regulations.
- Other duties may be assigned.
Training and Experience
Associate’s degree or equivalent from a two-year college or technical school plus two years related experience; or high school diploma or GED equivalent plus four (4) years related experience; or equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Knowledge, Skills and Abilities
Working knowledge of fiscal and administrative office procedures, practices, systems and equipment; good knowledge of business English, arithmetic, spelling, grammar and Roberts Rules of Order; labor agreements, policies and procedures impacting employees in the Public Works Department; and knowledge of the laws that impact the work performed and project management practices.
Excellent skill in public and employee relations and in maintaining effective working relationships with other employees, officials, agencies, vendors and the public; organizing, completing and reporting on projects; multitasking and composing clear, concise and informative correspondence; proofreading and performing data entry with a high degree of accuracy; advanced skill in using Microsoft Outlook, Word, Excel and PowerPoint software; skill in operating report generator software – COGNOS preferred and performing data entry with a high degree of accuracy.
Ability to maintain absolute confidentiality of the materials and situations encountered on the job; define problems, collect data, establish facts and draw valid conclusions; respond effectively to inquiries and complaints; solve complex problems involving several variables within a familiar context; calculate fractions, decimals and percentages; understand and carry out established policies and procedures; interpret a variety of instructions in written, oral, picture or schedule form; perform routine budgeting and bookkeeping duties. Ability to speak Spanish desirable.
Certificates, Licenses, Registrations
Valid Illinois driver’s license or equivalent
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear and occasionally required to stand, walk and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The noise level in the work environment is usually quiet.
Non-union employees shall live within a 20-mile radius from the City's Emergency Center, located at 1630 8th Avenue in Moline, within 1 year of hire.
EQUAL OPPORTUNITY EMPLOYER