Public Works Office Administrator

Primary Purpose of Job & Essential Duties/Responsibilities

Primary Purpose of Job

The primary purpose of this position is to provide high-level administrative support as well as day-to-day operational administrative support to Public Works Director and all divisions of the department as assigned. This position also provides some administrative support for the Planning Department and the Assessing Department.

This position performs administrative functions related to procurement and recordkeeping (approximately 40% time spent) as well as office management and clerical support (approximately 60% time spent) for the Public Works Director and all other Public Works divisions, the Planning Department, and the Assessing Department.

Under the general supervisor of the Public Works Director, the employee works independently on assigned duties and responsibilities.

The Public Works Office Administrator assists and acts in a confidential capacity to the Police Chief, Municipal Administrator, Assembly, and other department heads who formulates, determines, or effectuates management policies.

Essential Duties and Responsibilities

• Serves as first point of contact and greets visitors to three departments, Public Works, Planning, and Assessing, dispenses information as requested, refers visitors to appropriate personnel, answers questions, hears complaints, takes actions to resolve problems if able, and represents the municipality in a courteous and professional manner

• Responds to Water and Wastewater emergency calls from the public by directing to the appropriate personnel for resolution

• Prepares and types correspondence, memorandums, reports and related materials for the Public Works Director, Contract Manager, and other Public Work personnel as assigned

• Drafts and recommends the annual operating budget for the administration office for Public Works

• Distributes official Public Works correspondence, documents, and any other written materials to the appropriate or affected department and agencies

• Processes work orders for all divisions of Public Works including assigning accounts and project numbers and calculating all labor, material, inventory, and equipment costs

• Processes billing requests from various units within the Public Works Department, evaluates the billing charges, and submits bills to leads and supervisors within the respective units.

• Processes purchase orders for the department, including generating material receipts, establishing vendors, and implementing a tracking system

• Provides notary services to the department and the public

• Establishes and maintains departmental files, including project files, archives, and street files in accordance with the CBS Retention Schedule and local, state, and federal requirements.

• Arranges and coordinates travel schedules for department personnel as requested

• Maintains calendars and arranges and publicizes meetings as requested

• Maintains accounts for CBS vehicles and equipment by assigning vehicle and equipment numbers, ensuring municipal vehicles are licensed and registered, maintaining accurate records of vehicles, equipment, charge out rates, serial numbers, and road ready costs and titles, and who is responsible for the vehicles and equipment at any given time

• Provides troubleshooting to help employees operates desktop computers, printers, and large document copier when able and coordinating IT maintenance when necessary

• Responsible for public Works website design and maintenance

• Maintains assigned department inventories and orders office supplies as necessary

• Performs special projects as requested by the Public Works Director

• Performs other duties as assigned

Knowledge, Skills, & Abilities

Knowledge of:

• Modern office procedures, filing systems, and computer equipment

• Customer service policies and best practices

• Generally acceptable accounting principles, practices, and procedures

• Municipal purchasing procedures

• Inventory processes, principles, and best practices

Skills in:

• Operating a personal computer with Microsoft software such as Word, Excel, and Outlook and using any customized software to accomplish assigned tasks

• Typing at a reasonable rate of speed with efficiency and accuracy

• Writing and preparing correspondences according to standard business practices

• General mathematics, including addition, subtraction, multiplication, division, and percentages

• Providing customer service in a professional and courteous manner

• Dealing with a wide range of persons, including situations in which individuals may be upset over some issue where they are upset or disagree with a decision

• Organizing, maintaining, and managing a wide variety of records and files both in paper and electronic form

• Prioritizing and organizing work while focusing on multiple tasks that require attention to detail

Ability to:

• Recognize and maintain confidential information

• Maintain a positive work atmosphere by communicating in a manner so that you get along with the general public, co-workers, and management

• Quickly learn and apply CBS or department policies, procedures, practices and rules applicable to tasks

• Communicate well with others, both orally and in writing, using both technical and non-technical language

• Understand and follow oral and written policies, procedures, and instructions

• Prepare and present accurate and reliable reports

• Logical and creative thought processes to develop solutions according to written

specifications and oral instructions

• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines

• Quickly learn and put to use new skills and knowledge

Minimum Qualifications & Other Job Requirements/Expectations

Minimum Qualifications

• High School Diploma or GED, some college credits in office management or in a related field, preferred;

and

• Two years of work experience in an administrative support position in a legal office, construction office, or any other similar professional office setting with office management and customer service responsibilities, with Sitka or another municipality, preferred;

or

• Any equivalent combination of experience, education, and training which provides the knowledge, skills, and abilities necessary to perform the work.

Other Job Requirements or Expectations

• Possession of a valid driver’s license issued by the State of Alaska

• Possession of, or ability to obtain within 90 days of hire, a notary public

• Possession of, or ability to obtain within 12 months of hire, ICS700 certification or equivalent course that qualifies member to perform duties as an Incident Responder

Working Conditions & Physical Requirements

Working Conditions:

• General office environment or meeting rooms

Specific Physical Requirements:

• Operating office equipment requiring repetitive hand movement and fine coordination using a computer and keyboard on a daily basis

• Sitting or standing at desk for prolonged periods of time while using a computer and performing other tasks

• Occasionally stoop, bend, kneel, crouch, reach and twist;

• Occasionally lift, carry, push, or pull up to 25 pounds with or without the assistance of proper equipment

General Physical Requirements:

• Sufficient clarity of speech and hearing or other communication capabilities which permits the employee to communicate effectively

• Sufficient vision or other powers of observation which permits the employee to review documents in electronic and hardcopy form

• Sufficient manual dexterity which permits the employee to operate computers and related equipment

• Sufficient personal mobility and physical reflexes which permits the employee to function in a general office environment and visit various work sites throughout the CBS