Administrative Assistant, Public Works/Engineering Office

City of Decatur - Decatur, IL; Decatur (IL); On-site; USD 46,000 - 56,000; Full time

Benefits offered by this job

Pay: $46,000–$56,000 annually

14.5 paid holidays, including two days

Health coverage with dedicated health/

Pension plan

Job summary

City of Decatur, IL is seeking an Administrative Assistant to support Public Works. You will coordinate infrastructure bids, prepare contracts, and shepherd projects through City Council approval, while serving residents, vendors, and staff with professionalism.

Prior municipal experience is not required but preferred; training will cover bidding, contracts, Council processes, and department systems. This on-site role requires strong organization, clear communication, and the ability to juggle

Qualifications

• High school diploma or equivalent is required.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and ability to learn department software.
• Experience in payroll, budgeting, and personnel functions preferred.
• Excellent written and verbal communication with strong customer service skills.
• Ability to juggle multiple priorities with accuracy and discretion.

Responsibilities

• Coordinate infrastructure bids and coordinate bid advertisements.
• Support public bid openings, review documents, and prepare contracts.
• Prepare Council agenda items and supporting materials.
• After approval, prepare transmittals and notices to proceed.
• Be the primary contact for residents, vendors, staff and agencies.
• Answer questions, track requests, route concerns, and explain services.
• Process applications, permits, payments and public documents as applicable.
• Maintain payroll records for Public Works Administration and Engineering.
• Coordinate purchasing: requisitions, POs, invoices, and payments.
• Keep records and reports organized; manage meetings, FOIA intake, and calendars.

Skills

Strong written and verbal

Attention to detail

Customer service

Multitasking

Discretion with sensitive matters

Teamwork with officials and public

Organizational skills

Education

High school diploma or equivalent

Associate’s degree or coursework in business administration or related field

Tools

Microsoft 365

Job description

Most admin roles keep the office running. This one helps build the city.

You’ll coordinate infrastructure bids, prepare contracts, and carry projects through City Council approval. You’ll also be the go-to person for residents, vendors, and staff. If you’re organized, sharp, and calm when the phone rings for the fifth time, this is your next move.

Prior municipal or Public Works experience is not required but preferred. We’ll train you on bidding, contracts, City Council processes, and our department systems.

Responsibilities

Infrastructure Bids & Contracts

• Build project bid manuals with engineering staff and coordinate bid advertisements.
• Support public bid openings, review submitted documents, and prepare contracts for execution.

City Council Approvals & Follow-Through

• Prepare and enter Council agenda items and supporting materials.
• After approval, prepare and send transmittals and notices to proceed.

Public Contact & Customer Service

• Be the primary contact for residents, visitors, staff, vendors, and other agencies.
• Answer questions, track requests, route concerns, and explain our services.
• Welcome visitors, process public documents, applications, permits, and payments as applicable, and handle difficult interactions with professionalism.

Department Administration & Financial Support

• Maintain payroll records for Public Works Administration and the Engineering Division.
• Coordinate purchasing: requisitions, purchase orders, invoices, and payments.
• Keep records, databases, spreadsheets, files, correspondence, and reports in order.
• Manage meetings and calendars, routine FOIA intake, mail distribution, office supplies, and emergency and security procedures.

Requirements

• High school diploma or equivalent
• Three years of progressively responsible administrative support experience, including document preparation, recordkeeping, and computer operations
• Valid driver’s license
• Knowledge of payroll, budgetary procedures, and personnel functions
• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams) and the ability to learn department-specific software
• Knowledge of modern office practices, procedures, and equipment, including business English, spelling, grammar, and punctuation
• Accuracy and efficiency in preparing, organizing, maintaining, and filing records, reports, documents, lists, correspondence, and other paperwork
• The ability to juggle multiple priorities and frequent interruptions without losing accuracy
• Strong written and verbal communication, attention to detail, and professional customer service skills
• Comfort with multi-line phone systems, and the ability to work well with coworkers, elected and appointed officials, outside agencies, and the public, using discretion with sensitive matters
• Confidentiality, and the ability to follow written and verbal instructions, policies, and procedures
• An equivalent combination of education, experience, and training may be considered.

Preferred

• Associate’s degree or coursework in business administration or a related field
• Public-sector experience
• Experience maintaining payroll records, managing budgets, and processing purchase orders

What We Offer

• Pay: $46,000–$56,000 annually
• Time off: 14.5 paid holidays, including two personal days, plus paid vacation and sick leave
• Health coverage: Excellent health insurance, plus a dedicated health center for you and your dependents with free check-ups, chronic care, bloodwork, immunizations, and many free prescriptions
• Retirement: A strong pension plan

Why Decatur?

• U.S. News & World Report named Decatur the #1 Best Affordable Place to Live in the U.S. for 2025–2026.
• Lake Decatur, 2,000+ acres of parks and trails, arts and entertainment, and family attractions.
• Chicago, St. Louis, and Indianapolis are an easy drive away.
• Major employers include ADM, Caterpillar, Primient, HSHS St. Mary’s Hospital, and Decatur Memorial Hospital.

Additional Employment Requirements

The City of Decatur is a drug‑free workplace, including marijuana. Candidates must pass a post‑offer drug screen, physical exam, and background check.

The City does not provide employment visa sponsorship. Applicants must be currently authorized to work in the United States on a continuous basis.