About this role
ADMINISTRATIVE ASSISTANT - PUBLIC WORKS functions include but are not limited to the following:
- Administrative Support:
Copy, fax, and scan documentation; order office supplies; maintain a filing system for department documents.
- Prepare departmental correspondence and notices; attend meetings; process requests for information.
- Maintain calendars, leave records, and oversee record retention files; assist department/division staff.
- Department and Community Relations:
Answer and direct telephone calls; greet visitors; assist at the front desk.
- Respond to requests for information and resolve customer complaints.
- Maintain communication between the Director, Assistant Directors, employees, and residents.
- Cultivate and maintain positive relationships with vendors as well as internal departments.
- Special Projects, Budgets, and Purchase Orders:
Assist with special projects, schedule repairs to office equipment, and support the preparation of annual budgets.
- Monitor expenditures and process invoices and purchase orders.
- Prepare and maintain work orders for resident requests; dispatch the proper department based on calls.
- Meeting and Event Coordination:
Provide logistical support for meetings and events, including coordinating schedules, making conference room requests to City Hall, and managing the conference room calendar for the Public Works Administration Building.
- Software Implementation and Management:
Use tools in software for the provisioning of infrastructure, adding workflow assets, tasks, etc. in an administrative capacity within the system.
- Continue to streamline software to maximize user experience ensuring consistency, usability and high adoption rates.
- Provide onboarding and comprehensive training for new and existing users to ensure assimilation.
- Compile data for Operations and Maintenance, and Capital Improvement Project prioritization and budgeting.
- Periodically review processes and optimize.
- Organization and Time Management:
Maintain organization In a busy environment and meet deadlines consistently.
- Perform multiple tasks simultaneously, including managing multiple phone lines.
- Operational Efficiency:
Assist with distribution of correspondence Internally and externally, ensuring timely and accurate communication.
- Maintain cleanliness of office as well as conference room and maintain amenities for meetings to create a professional welcoming environment.
- Provide light technical support for office equipment to ensure smooth operation and minimize disruptions to workflow.
- Contribute to the team effort by performing other related duties as assigned
Qualifications
Education and Experience - An equivalent combination of education, training and experience will be considered.
- Education: High School Diploma or GED
- Experience: 1-3 years of previous relevant work experience is required.
- Supervisory: No previous supervisory experience is required.
- Certifications/Licenses: None