Description

Summary

Administrative Assistant III, under the general supervision of the Assistant Director of Public Works, supports the Engineering department. This involves managing information, customer service, and coordinating operational/financial processes like construction plans, scheduling, procurement, records, and budget tasks.

Essential Duties and Responsibilities

• Provides administrative support to the Engineering department by preparing documents and managing information
• Manages the intake of construction plans and the tracking of Public Works Permits
• Handles telephone communications, directs calls, and serves as a primary customer service contact for Engineering inquiries
• Schedules meetings and coordinates travel arrangements for engineering staff
• Oversees the ordering and inventory of departmental supplies
• Processes purchase orders, procurement card transactions, and travel expense charges
• Sets up and maintains electronic records for Capital Improvement Projects and manages other departmental files
• Processes pay requests for contractors and consultants, and acts as a liaison with Finance and Purchasing
• Coordinates vehicle maintenance with the Fleet Division
• Assists with annual budget preparation and monitors expenditures
• Cross-trains Public Works administrative staff on pay request processing
• Follows the city policies, procedures, and safety guidelines
• Performs other duties as assigned
   

Requirements

Minimum Qualifications

• Combination of education and experience equivalent to an associate degree in Business Administration, Accounting or related field
• Four (4) years prior experience in an administrative role
   

Preferred Qualifications

• Experience in purchasing and payroll
   

Certificates and Licenses

• Valid driver’s license