Administrative Assistant - Public Works

City of Heath; Heath (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

The City of Heath is seeking an Administrative Assistant to Public Works to provide comprehensive support to the Director and department staff. You will prepare reports, manage complex spreadsheets, and maintain both digital and paper files while coordinating with contractors and front desk operations.

The ideal candidate has strong English communication, superior organizational skills, and proficiency in Microsoft Office and city software like Laserfiche and MyGov.

Qualifications

• Excellent written and oral English; proofreading skills.
• Proficient in Word, Excel, PowerPoint, Outlook.
• Advanced computer software skills; learn City software quickly.
• Strong record keeping and data entry abilities.
• Ability to balance finances and process invoices.

Responsibilities

• Provide broad administrative support to the Director of Public Works and department staff.
• Prepare reports, complex spreadsheets, and maintain files and databases.
• Coordinate with contractors, vendors, and other city departments.
• Process timesheets and assist with customer service duties as needed.
• Maintain records related to permits, statistics, and inspections.

Skills

Office software

Typing 45 wpm

Data entry

Customer service

Record keeping

Accounting basics

Communication

Laserfiche

MyGov

Incode accounting

Education

Some college coursework (accounting)

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Laserfiche

MyGov

Incode accounting

Job description

Summary

Provides comprehensive administrative support to the Director of Public Works and the Public Works Department. Responsibilities include responding to internal and external requests for information, preparing reports, presentations, and maintaining departmental files and databases.

Essential Job Functions & Other Important Duties

• Provides a wide range of administrative support to the Director of Public Works, Assistant Director of Public Works, Division Manager of Utilities and Streets, Public Works staff, and other City departments and divisions as assigned. Responsibilities include preparing complex reports, creating and maintaining complex spreadsheets and databases, acting as liaison with front reception personnel, organizing and maintaining digital and paper files, and processing timesheets.
• Maintains current records of statistics related to population, water quality and use, building and other permits, housing trends, and compiles those statistics in varied reports for several oversight and compliance groups to be submitted on weekly, monthly, quarterly, and annual cycles.
• Coordinates department relationships with contractors and vendors, including preparing files for each, assigning registration numbers, updating listings, and providing lists to front office.
• Scan/post/record daily inspections, and prepares and mails notices of violations, required renewals, and other information updates.
• Designs databases to track data.
• Receive, record, balance, release, or retain money collected for permits, deposits, or certificates.
  Orders supplies for the department; and may provide assistance to co-workers on computer hardware and software issues.
• Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness.
• May fill in for Customer Service Representatives.
• May serve on review boards to participate in candidate interviews and provide recommendations.
• Performs such other related duties as may be assigned.

Required Knowledge, Skill and Abilities

English Language: excellent oral and writing skills and excellent skill in proofing documents for clarity, sentence structure, spelling , grammar and the structure and content of written communications.
Oral Expression: oral communicating information and ideas so others will understand.
Intermediate Math: add, subtract, multiply, or divide quickly. Ability to calculate percentages, ratios, weighted averages.
Statistical Principles: principles and processes dealing with the collection, analysis, interpretation, and presentation of quantitative data.
Accounting: principles and practices including general ledger, accounts payable, accounts receivable, processing purchase orders, payment of invoices.
Customer Service: principles and processes for providing customer and personal services including a desire to help customers regardless of their circumstance. Using courtesy and respect in all interactions with City staff, vendors, contractors, business and governmental officials and the general public.
Cooperation: establishing and maintaining positive working relationships with those contacted in the course of work.
Office Systems: administrative and clerical procedures and systems such as word-processing systems, filing and records management systems, forms design.
Typing: accurately enter information using computer keyboard with an accurate speed of 45 words per minute.
Office Software: Advanced proficiency in Microsoft Word, Excel, PowerPoint and Outlook is required. Must be able to quickly learn and obtain advanced proficiency in a variety of City software applications including MyGov permitting and work order software, lncode accounting software, Laserfiche document management software, Microsoft Office 365 Suite, and other software that is used in the course of City business. Excellent computer software skills a must and the ability to easily understand and become efferent in their use.
Record Keeping: principles and practices for collection and recording of information for use in report presentations.
Record Management: processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, filing of digital and paper records. Must be able obtain efficiency in the use of Laserfiche software for document management and storage of digital and scanned records. Knowledge and proficiency in application of State of Texas and City document retention schedules and records destruction protocols.
Open Records Act: laws and guidelines related to fulfillment of requests for information
Problem Analysis: identifying and defining problems, collecting data, establishing facts, and drawing valid conclusions.
Organizational systems: tracking multiple variables by sorting, grouping, and calendaring.
Prioritization: selecting, from multiple options, activities to achieve a goal.

Education and Experience

Some college coursework, including accounting courses, plus at least two years of administrative experience (business/vocational school training may be substituted equally for up to one year of work experience); or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certifications and Licenses Required

Notary Public or ability to become a Notary Public within 12-months of hire.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is constantly required to listen, see, talk, sit, reach, stand, stoop, walk and balance. The employee frequently is required to carry, lift up to 25 pounds. The employee occasionally is required to carry and/or lift up to 45 pounds.

The person performing the duties of the Administrative Assistant to Public Works may encounter frequent interruptions and noise. Occasionally may need to deal with difficult and/or upset individuals or groups.