Administrative Assistant

Responsible for administrative, secretarial, and clerical support for multiple Public Works Division Managers and operational staff. This position provides administrative support requiring discretion, initiative, and working knowledge of departmental operations, budgeting processes, procurement procedures, and municipal administrative practices. The position serves as a cross-functional administrative resource and provides support to other Public Works divisions as needed.  Work is performed under the general direction of the Operations Support Specialist and Division Managers.

Administrative and Operational Support (55%)

• Provides administrative support to the Fleet Division Manager, Street Division Manager, and Solid Waste Division Manager and administrative support across multiple Public Works divisions to ensure continuity of operations.

• Assists Division Managers, Superintendents, Foremen, and field personnel with administrative and operational support activities.
• Coordinates, prepares, and distributes correspondence, reports, presentations, memoranda, and other departmental documents.

• Conducts research and gathers information for special projects, reports, and presentations.
• Reviews documents, reports, records, and correspondence for completeness, accuracy, and compliance with departmental standards, policies, and procedures.
• Maintains departmental files, records, and documentation in accordance with established retention requirements.
• Serves as a knowledgeable resource to staff by providing guidance on administrative procedures, departmental processes, and Public Works operations, programs, and services.
• Maintains working knowledge of departmental software systems, administrative procedures, and operational practices.

• Utilizes OpenGov (Cartegraph), New World, NeoGov, Municode and other departmental systems to support operational continuity.

 Fiscal Monitoring and Budget Support (20%)

• Assists with preparation, monitoring, and development of annual budget presentations and supporting materials of division budgets for Fleet, Street, and Solid Waste operations. 
• Prepares and enters budget data including personnel costs, wages, benefits, longevity, retirement contributions, pension obligations, revenues, expenditures, and internal service charges.
• Monitors budget activity and prepares financial reports along with all required supporting documentation.
• Coordinates with Finance and Budget staff to ensure accurate budget preparation, timely reporting, and proper execution of financial transactions.
• Maintains financial records and documentation in accordance with City policies and accounting practices.

Agenda Reports and Public Information (10%)

• Processes agenda reports and supporting documentation through designated municipal software systems.
• Maintains and updates Public Works webpages for assigned divisions.
• Publishes public notices, service alerts, informational materials, holiday schedules, press releases, and other public communications.

Backup Administrative Coverage (15%)

• Provides backup coverage for clerical and administrative personnel throughout the Public Works Department during employee absences, vacations, training or other staffing shortages.
• Assists with telephone coverage, customer service inquiries, dispatch support, work order processing, service requests, and related administrative functions.

• Combination of education and experience equivalent to an Associate’s degree in Business Administration or related field.  
• Four (4) years of progressively responsible administrative support experience; or
• Any combination of education, training, and experience that provides the required knowledge, skills and abilities.

NECESSARY SPECIAL QUALIFICATIONS

• Candidate must possess or have the ability to obtain valid Montana driver’s license

Knowledge of:

• Advanced office administration practices, procedures and equipment.
• Budgeting principles, financial recordkeeping standards, and general accounting practices.
• Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, and Teams.
• Records management and document control practices.

Ability to:

• Perform administrative assignments with minimal supervision.
• Exercise sound judgement, discretion, and initiative in completing assignments.
• Maintain confidentiality of sensitive personnel, financial, and operational information.
• Embrace change and effectively adjust strategies, priorities, and workflows to meet emerging needs. 
• To learn OpenGov (Cartegraph) asset management, work order, and request management software and Tyler finance and personnel software.
• Analyze information and prepare accurate reports and documentation.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with employees, supervisors, vendors, public officials, and the general public.
• Organize and prioritize multiple assignments while meeting deadlines.

• Interpret and apply departmental policies, procedures, and regulations. 

CORE COMPETENCIES

• Demonstrated Professional Integrity and Ethics
• Consistent Confidentiality
• Exceptional Customer Service
• Organizational Effectiveness
• Written and Verbal Communication
• Strong Financial and Budget Proficiency
• Advanced Technical Proficiency
• Meticulous Attention to Detail
• Skilled Problem Solving
• Interpersonal Effectiveness
• Priority Management
• High Adaptability

SUPERVISION

This position does not have supervisory responsibilities.

WORK ENVIRONMENT

Work is performed primarily in an office environment.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to stand, walk, sit, bend, twist, reach, ride and perform similar body movements. Must have the ability to performing light physical work and to lift and carry up to 25 pounds at a time; the possession of hand/eye coordination sufficient to operate a computer, office equipment and a motor vehicle; the ability to talk and hear in person or by telephone; and the ability to sec and read instructions and reports.

EXPECTED HOURS OF WORK

The work schedule is a 40-hour, five-day work week, Sunday through Saturday.  This is a non- exempt position and is eligible for overtime. Any overtime must be authorized prior to working.

TRAVEL

Travel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.