Public Works Office Manager

Under the direction of the Operations Superintendent, the Public Works Office Manager is responsible for comprehensive administrative, financial, and operational support to the Public Works Department as well as supervises the Planner-Dispatcher and Animal Control Officer. This position supports the Operations Superintendent, Airport, and the Water Sewer and Storm Utility by coordinating departmental budget, timesheets for payroll, purchasing, permits, regulatory compliance, training programs, insurance claims, reporting, and public service activities. The Specialist serves as a key resource, ensuring efficient operations and accurate recordkeeping for Public Works and Utility functions. This exempt position may require more than 40 hours per week on a regular basis as part of the job duties.Supervision

• Plans, prioritizes, assigns, supervises, reviews and participates in the work of the Planner-Dispatcher and Animal Control Officer.
• Responsible for supervision of employees, conducts performance reviews and imposition of corrective discipline when necessary. Works with employees to correct deficiencies.
• Responsible for the advertisement of vacancies and participation in the selection of staff.

Administrative & Financial Operations

• Process accounts payable, invoices, purchase orders, and vendor payments.
• Manage vendor accounts, contracts, and departmental purchasing activities.
• Reviews employee timesheets and submits approved records to payroll.
• Prepare financial transfers, reports, spreadsheets, and departmental records.
• Coordinate office supplies, equipment purchases, fuel procurement, and uniform ordering.
• Manage calendars, appointments, correspondence, and departmental communications.
• Create agendas, attend meetings, record minutes, and distribute meeting materials.

Permits, Billing & Customer Service

• Administer right-of-way, MS4, oversize/overweight, and other Public Works permits.
• Process invoicing, payment collection, and follow-up on delinquent accounts.
• Assist with utility connection fee billing and collections.
• Manage resident, vehicle, and equipment insurance claims.
• Answer department phone calls and provide customer service to residents, vendors, and contractors.

Compliance, Reporting & Records Management

• Maintain departmental records, GIS files, ordinances, and regulatory documentation.
• Coordinate annual compliance training and maintain employee certifications and records.
• Prepare grant-related documentation and provide clerical support for grant applications.
• Manage annual submissions, reimbursements, permits, and regulatory reporting requirements.
• Track rebates, maintain vehicle and equipment inventories, and ensure insurance records remain current.

Workforce & Training Administration

• Coordinate onboarding activities (Prokee numbers, CDL information if hired without, vests, uniforms if required ) for new Public Works employees.
• Schedule safety meetings and maintain training records.
• Administer CDL and ELDT training program requirements, testing coordination, and state reporting.
• Maintain driver qualification files, licenses, and training documentation.
• Assist with employee recognition and appreciation initiatives.

Operational Support

• Support departmental dispatch functions as needed.
• Coordinate equipment lettering, vehicle scheduling, and procurement activities.
• Assist with fuel system management and reporting.
• Prepare weekly operational reports for department leadership.
• Support emergency response documentation, including FEMA-related records and reporting.
• Perform other duties as assigned.

• High School Diploma or GED equivalent is required, bachelor’s degree in business administration, Public Administration or closely related field preferred. 
• At least three (3) years in an environment performing similar types of duties required. Experience working in a municipal government or public sector environment a plus.
• Or an equivalent combination of education, training and experience.
• Previous supervisory experience preferred.
• Fluency in menu driven software.
• Knowledge of office administration, bookkeeping, payroll, and accounts payable processes.
• Ability to supervise employees.
• Proficiency with Microsoft applications, particularly Excel and Word.
• Ability to prepare reports, maintain records, and manage multiple priorities.
• Strong organizational, communication, and customer service skills.Ability to interpret policies, procedures, permits, and regulatory requirements.
• Ability to work independently while maintaining effective working relationships with staff, vendors, agencies, and the public.

Starting range for this position is $50,000 to $62,000 annually DOQ.  This position comes with an excellent benefit package that includes health, dental, vision, & life insurance, paid time off, plus an IMRF pension.