Admin Asst. II - Public Works

City of Leavenworth • Leavenworth, KS • 3d ago

This job was posted by https://www.kansasworks.com : For more information, please see: https://www.kansasworks.com/jobs/13419173

POSITION DESCRIPTION

Position Title:Administrative Assistant II - PW

Department:Public Works

Division:Engineering/Inspections

Retirement:KPERS

FLSA:Non-Exempt

Effective Date:June 13, 2025

GENERAL PURPOSE

Provides a variety of routine and complex clerical and administrative work in keeping official records and providing administrative support to the Director of Public Works, Deputy Director of Public Works, Chief Building Inspector and staff. Answers phones, receives the public and provides customer service for the Inspection and Engineering Divisions of Public Works.

SUPERVISION RECEIVED

Work is performed under the immediate supervision of the Director of Public Works with general guidance and direction from the Deputy Director of Public Works and the Chief Building Inspector.

SUPERVISION EXERCISED

None generally.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(Duties listed below do not include all tasks that may be performed.)

Serves as the first point of contact for citizens seeking information regarding departmental programs. Responsible to handle citizen inquires with tact and confidentiality. Intensive public-oriented position requiring excellent public relations skills and a proactive work ethic.

Investigates and follows-up with citizens on requests for service, information and complaints; refers inquiries to the appropriate person/department as necessary.

Supports the departments by performing routine clerical and administrative work to include file maintenance, documentation verification, answering phones, processing incoming and outgoing mail, purchasing office supplies and printing orders for the department, etc.

Coordinates office operations of the department. Develops and maintains office forms and procedures and file documentation.

Responsible for invoice tracking, reporting and processing.

Develops and maintains effective working relationships with the public, outside agencies, departmental personnel, vendors and other city employees.

Maintains the appointment calendar for staff of the department. Schedules and coordinates appointments and inspections for inspectors with contractors and property owners.

Updates and maintains permit and inspection records.

Processes applications and submittals for building permits, arranges for staff review and issues permits when approved.

Processes applications and submittals for land disturbance permits, arranges for staff review and issues permits when approved. Keeps records of land disturbance permit inspections and related issues for Inspection and Engineering staff. Notifies contractors of deficiencies when found.

Prepares accurate, grammatically correct correspondence and reports, including graphics, photo layouts, title pages and creative print formats.

Proofreads and edits a variety of correspondence; reports, memoranda and other material requiring judgment as to content, accuracy, and completeness.

Provides data to department staff for various electronic report writing. Prepares initial reports to the extent file documentation permits, provides drafts to appropriate person to review and adjust or complete (indicates any missing information, or research objectives needed to complete the report).

Prepares and distributes monthly Building Permit reports.

Prepares and maintains record of Payment Vouchers and Requisition requests for purchase orders and processing invoices for the Building Inspection, Engineering, Public Works, Building & Grounds, and Library Maintenance.

Inputs data to standard office and department forms; makes simple posting to accounts; compiles data for various reports.

Updates and maintains contractor information pertaining to licenses; Prepares mailings for annual license renewals; Prepares licenses for issuance.

Inserts various documents such as pay applications, purchase orders, bid documents, etc. into electronic project files.

Scans and archives documents and maintains the department\'s website information.

Maintains departmental documents, files and records to include the KDOT Bridge Inspection Reports and Files.

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