Administrative Assistant - Public Works

The Public Works Department reception area serves as the primary point of contact for callers and visitors. This position provides high-quality customer service and comprehensive administrative support to multiple divisions within the Public Works Department.

Essential Duties: 

• Serve as the first point of contact for callers and visitors to the Public Works Department.
  • Provide information, answer questions, or direct individuals to the appropriate staff or division.
• Process/enter employee time keeping records.
• Route/process accounts payable documentation.
  • Prepare requests for payment.
  • Process department credit card purchases.
  • Track union allowances for various clothing items.
• Provide administrative support and process data for multiple divisions, including Parks, Streets, Facilities, Engineering, Natural Resources, Utilities and Fleet.
• Assist with procurement of materials and services, including performing price comparisons, reviewing invoices, coordinating with vendors, and ensuring adherence to purchasing policies.
• Assist divisions with residential mailings.
• Maintain the department’s training database, including data entry, training files, record updates, and report generation. 
• Coordinate weekly uniform delivery, review/approve charges and track uniform repairs.
• Generate and review monthly fuel reports, reviews and prepares monthly submittals to required regulatory agencies.

Other Job Functions:

• Maintain the Public Works reception area, bulletin boards, break room, office supply area, and administrative office equipment (computers, printers, scanner, copier, fax).
• Sort and distribute incoming and outgoing mail.
• Order, stock, and organize office supplies and coffee station.
• Coordinate weekly communication updates to public works employees.
• Update and maintain Water Fill Station permits and watering permits.
• Assist with grant program documentation, payments and reporting requirements. 
• Perform record filing and retention duties following city guidelines.
• Generate Call Back List for weekend on-call shifts.
• Perform other tasks as assigned.

Minimum Qualifications: 

• A commitment to and belief in the organizations shared values
• High school diploma or equivalent
• Two years of customer service experience
• Two years of experience using Microsoft Office Products
• Demonstrated maturity, professionalism, confidentiality, initiative and and the ability to remain focused on tasks and the ability to meet deadlines 

Preferred Qualifications:

• Two-or four-year post-secondary degree
• Experience in a municipal Public Works department
• Three or more years of customer service experience
• Experience in public sector position involving receptionist and telephone support duties

Knowledge, Skills and Abilities:
 
Knowledge of:

• Best practices in customer service
• Administrative support procedures
• Office equipment and computer systems
• Microsoft Office applications

Skilled in:

• Providing excellent customer service
• Operating office equipment (telephone console, computer, fax, copier, scanner and printers)
• Organization, prioritization, and multi-tasking and ability to effectively manage workload and time commitments/expectations.
• Using Microsoft Outlook, Word, and Excel

Ability to:

• Communicate clearly, efficiently, and professionally with internal and external customers
• Demonstrate diplomacy, empathy and cooperation
• Learn departmental structure, functions and procedures 
• Work independently with minimal supervision
• Exercise sound judgment and maintain confidentiality

Job Posting Opens:	9/18/2026
Job Posting Closes:	10/1/2026
Interviews:	Oct 8, 9, 12
Offer/Backgrounds:	Week of Oct 21
Start Date:	End of October/Beginning of November