Description
Application Deadline Notice: This position will remain open until filled. The City reserves the right to close this posting at any time, without notice, once a sufficient number of qualified applications have been received. Interested candidates are encouraged to apply as early as possible.
SUMMARY OF JOB
Under Director supervision, provides administrative and technical support to the Public Works Department by organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. Provides support and assistance to internal and external customers regarding Public Works functions and activities. This position requires technical knowledge and background in project planning and scheduling.
PRIMARY DUTIES AND RESPONSIBILITIES
Assist in preparing written documents such as reports to the director, program brochures for water, wastewater, and stormwater, and department action plans
Complete daily data entry and generates reports for Director and Supervisor(s) regarding budget, park rental details, and water usage and consumption
Serve as support for answering phones and greeting customers; seek to provide information as requested and seek to solve customer complaints
Provides department support with finance functions by creating and processing invoices, check requests, requisitions and purchase orders, assigning account codes, submitting paperwork for payments, maintaining account balances and reconciling department Purchasing Cards
Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time
Provides administrative support by preparing and reviewing correspondence, reports, forms, schedules, presentations, construction documents, and other materials for accuracy and proper format. Schedule appointments and distribute mail. Prepares and proofreads reports and completes other clerical duties as needed
Maintains records and databases by creating, updating and maintaining databases, obtaining and entering information into databases, compiling and preparing information for reports and researching or searching for information in files and databases. Serves as records liaison for the departments Records Management Program
Maintains and organizes office supplies and general office inventory for the department
Develop and maintain automated tracking systems, organize, establish and maintains record keeping system for department correspondence, documents, materials or records as needed.
Right-of-Way permit processing, recordkeeping, and inspection coordination
Perform any other related duties as required or assigned.
Requirements
KNOWLEDGE, SKILLS, AND ABILITIES
Excellent communication skills, both written and verbal, including proper use of english grammar, spelling and punctuation
Advanced proficiency with Microsoft Office suite, especially Microsoft Word, Excel and PowerPoint
Strong tact and diplomacy and able to handle and diffuse situation in which customers are angry, frustrated or annoyed
Able to multi-task and handle interruptions without reducing productivity
Excellent organizational skills – both paper and electronic filing
Excellent time management skills with the ability to accomplish in a timely manner with little direct oversight
Able to explain Public Works policies and procedures to customers
Work cooperatively with other departments, external organizations and agencies, internal committees, City Council, etc.
SUPERVISORY/BUDGET RESPONSIBILITIES
None
WORKING CONDITIONS
Tasks are regularly performed in a standard office environment
May be subject to repetitive motion such and typing, data entry, and vision to monitor
MINIMUM QUALIFICATIONS
High School diploma or equivalent
Valid Class C Texas Driver License
