Public Works Executive Coordinator
Public Works Executive Coordinator
Application Deadline: Monday, January 30, 2023, at 5:00 p.m.
Hours: Monday – Friday, 7:00 a.m. – 4:00 p.m.
Rate of Pay: $24.0372 - $33.6520 Hourly / $49,997.38 - $69,996.16 Annually
Characteristics of the Job
Under general supervision of the Director of Public Works, performs advanced and very complex office management duties, prepares and handles legal and highly confidential information including confidential information related to collective bargaining; performs budgeting and bookkeeping duties; and otherwise relieves officials of administrative and business detail.
Examples of Duties
- Provide on-going complex administrative support to the Director of Public Works and all divisions in the Public Works Department.
- Handle highly confidential and sensitive information, including, but not limited to, information related to personnel matters, collective bargaining, and other information handled by the Director of Public Works.
- Prepare and enter budget data and assist the Director of Public Works with monitoring expenditures and revenues throughout the year.
- Handle payroll duties for the Public Works Department to include bi-weekly data entry and related paperwork, in accordance with applicable labor agreements and/or City policy.
- Reconcile a variety of financial accounts to ensure the appropriate allocation of federal and state funds, grant funds, and other revenues, in compliance with regulatory guidelines.
- Process invoices for payment and oversee 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.
- Provide work instruction to and review the work of other department staff as required by the Director of Public Works.
- Draft city council resolutions, ordinances and agenda item descriptions.
- Assist with the application for and administration of grants.
- Maintain and account for department petty cash fund and office supplies.
- Operate general and specialized office equipment, such as computers, phones, recording equipment, copiers, calculators, fax machines, etc.
- Set-up, organize and maintain complex files, records and reports.
- Schedule meetings, answer phones, and assist visitors.
- Compose, compile and type important, detailed and very complex correspondence and reports.
- Distribute incoming mail and prepare outgoing mail.
- Make frequent contact with the general public, persons in other departments and outside agencies, and frequent 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.
Required Training and Experience
Bachelor’s degree or equivalent from a four-year college or university plus four (4) years related experience; or high school diploma or GED equivalent plus eight (8) years related and progressively responsible experience; or equivalent combination of training and experience that provides the required knowledge, skills, and abilities.
Knowledge, Skills and Abilities
Thorough knowledge of acceptable office management procedures and practices; good knowledge of business English, spelling, grammar and Roberts Rules of Order; labor agreements, policies and procedures impacting employees in the Public Works Department; knowledge of the laws that impact the work performed and project management practices.
Exceptional skill in public, employee and labor relations and in maintaining effective working relationships with other employees, officials, agencies, vendors and the public; expert skill in organizing, completing and reporting on assigned projects; multitasking; composing clear, concise and informative correspondence; and proofreading; advanced skill in using Microsoft Outlook, Word, Excel, and PowerPoint software; and 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; and perform 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.
EQUAL OPPORTUNITY EMPLOYER