Purpose:

Responsible for providing administrative support for assigned departments within Public Works.

Essential Job Functions and Responsibilities:

Essential duties and functions may include the following. Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed. Other related duties may be assigned.

Provides excellent customer service activities, which include: greeting customers; answering phones, responding to requests for information or service. Provides technical information to City Staff as authorized; responds to the public.

Responds to internal and external customers to provide guidance and information on City procedures.

Prepares and distributes correspondence, reports, agendas, minutes, or other documentation to City staff, agencies, or citizens.

Assists Departmental employees, including public works coordinator, utility workers, and management; provide administrative support services as needed; research issues and provides data on issues and related subjects.

Acts as the first point of contact for assigned department routing inquiries and emergency calls or providing the appropriate response and contact information.

Follows state statutes and legal requirements for public notices.

Achieves knowledge of City policies or ordinances affecting the public, such as Planning and Zoning, Board of Adjustments, City Council, 4A Board, and 4B Board meetings.

Maintains assigned departments office or field services supplies by processing purchase orders, tracking inventory, contacting vendors, and verifying requisitions.

Manages department schedules, internal and external meeting planning, and third-party schedules in order to support daily operations. Communicates and maintains relationships with other City departments.

Organizes and maintains department files, regulatory documentation, records, and work orders and manages document retrieval and retention per Texas State Public Information Act.

May act as a backup to department operations staff or provide administrative support to other departments.

Knowledge, Skills, and Abilities:

Knowledge of general municipal operations

Knowledge of the Public Information Act and record retention policies

Ability to communicate clearly and concisely in English, both orally and in writing

Ability to learn Incode and Laserfiche software for recordkeeping and document management

Ability to compose and prepare correspondence, reports, etc.,

Ability to understand and follow verbal and written instructions

Ability to demonstrate good customer relations practices

Ability to establish work priorities and complete job tasks within a specified time frame with frequent interruptions and changes in priorities

Ability to work well under pressure, establish work priorities, and complete job tasks within a specified time frame with frequent interruptions and changes in priorities with minimal supervision.

Ability to maintain respectful and courteous relationships with co-workers, staff, and customers

Ability to maintain regular and punctual attendance

Proficiency in Microsoft Office Suite (Excel, Word, Outlook)

Comprehensive knowledge of City safety rules and operating procedures

Minimum Qualifications:

High School diploma or GED equivalent

At least two (2) years of experience in administrative support, preferably in a municipal or public sector environment.

Conditions of Employment:

Must have a valid Texas Class C drivers License prior to employment.

Must pass a drug test, drivers license check, criminal history background check, credit check, and social security number verification.

Work Environment/Physical Requirements:

The work environment and physical demands described here are representatives of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The incumbent works in a typical office environment with little or no exposure to unpleasant environmental conditions or hazards. Requires lifting up to 25 pounds and includes repetitive actions while sitting or standing. May require sitting and working at a computer for extended periods. Must be able to have a flexible work schedule to include evenings and weekends as required. May be required to work immediately before, during, or after an emergency or disaster in addition to normal work week hours.

Preferences:

Municipal Experience

Notary Public or the ability to obtain

Bilingual in English and Spanish

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Administrative Assistant - Public Works