Administrative Assistant – Public Works/Engineering Office

City of Decatur; Decatur (IL); In loco; USD 42.000 - 65.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health insurance

Paid holidays & retirement plan

Descrizione del lavoro

The City of Decatur is seeking an experienced administrative professional to help move infrastructure projects from bidding through contract documentation and City Council approval. The role supports the Public Works Department and Engineering Division with organizational systems, document preparation, and cross-department coordination.

Candidates should have strong organizational and communication skills, familiarity with payroll and budgeting processes, and proficiency in Microsoft 365

Competenze

• High school diploma or equivalent.
• Three years of progressively responsible administrative support experience, including document preparation, recordkeeping, and computer operations.
• Valid driver's license.
• An equivalent combination of education, experience, and training may be considered.

Mansioni

• Assemble project bid manuals with engineering staff.
• Coordinate publication of bid advertisements.
• Assist with public bid openings and check submitted documents.
• Prepare contract documents and coordinate them for execution.
• Prepare and enter City Council agenda items and supporting materials.
• Following Council approval, prepare and distribute transmittal documents and notices to proceed.
• Serve as a primary contact for residents, visitors, staff, vendors, and other agencies.
• Respond to questions, manage inquiries, track requests, and route concerns appropriately.
• Welcome visitors and process public documents, applications, permits, and payments as applicable.
• Handle difficult interactions professionally.
• Maintain payroll records for Public Works Administration and the Engineering Division.
• Prepare and maintain records, databases, spreadsheets, and files.
• Coordinate purchasing and process requisitions, purchase orders, invoices, and payments.
• Manage correspondence, reports, meetings, calendars, and routine FOIA intake.
• Support mail distribution, office supplies, and emergency and security procedures.

Conoscenze

Payroll & budgets

Microsoft 365

Office procedures

Typing & filing

Multitasking

Stakeholder collaboration

Formazione

High school diploma

Associate degree or coursework in business

Strumenti

Microsoft 365 Suite

Descrizione del lavoro

The City of Decatur is seeking an experienced administrative professional to help move infrastructure projects from bidding through contract documentation and City Council approval. Working with engineering staff, you will coordinate the administrative details that keep projects organized and moving forward.

This position offers an opportunity to expand your skills beyond traditional office support while contributing to essential City services. Prior municipal or Public Works experience is not required but preferred. We value strong organizational, communication, and administrative skills and will provide training on City procedures, including bidding, contracts, City Council processes, and department-specific systems.

You will also serve as a key contact for residents, visitors, staff, vendors, and other agencies while supporting the daily operations of the Public Works Department and Engineering Division.

Benefits

• 14.5 paid holidays (including 2 personal days) paid vacation and sick leave, excellent health insurance, and a strong retirement pension plan.
• A dedicated health center with free check-ups, chronic care, bloodwork, immunizations, and many free prescriptions for employees and their dependents.

Coordinate Infrastructure Bids & Contracts

• Assemble project bid manuals with engineering staff.
• Coordinate publication of bid advertisements.
• Assist with public bid openings and check submitted documents.
• Prepare contract documents and coordinate them for execution.

Support City Council Decisions & Project Follow-Through

• Prepare and enter City Council agenda items and supporting materials.
• Following Council approval, prepare and distribute transmittal documents and notices to proceed.

Connect Residents & the Public with Public Works

• Serve as a primary contact for residents, visitors, staff, vendors, and other agencies.
• Respond to questions, manage inquiries, track requests, and route concerns appropriately.
• Welcome visitors and process public documents, applications, permits, and payments as applicable.
• Handle difficult interactions professionally.

Keep Department Operations on Track

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

Education & Experience

• High school diploma or equivalent.
• Three years of progressively responsible administrative support experience, including document preparation, recordkeeping, and computer operations.
• Valid driver's license.

An equivalent combination of education, experience, and training may be considered.

Administrative, Technical & Operational Skills

• Knowledge of payroll, budgetary procedures, and personnel functions.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, and Teams, and ability to learn department-specific software.
• Knowledge of modern office practices, procedures, and equipment; business English, spelling, grammar, and punctuation.
• Ability to accurately and efficiently type, file, prepare, maintain, and organize reports, records, documents, lists, correspondence, and other paperwork.
• Ability to manage multiple priorities and frequent interruptions while maintaining accuracy.
• Ability to work effectively with coworkers, elected and appointed officials, outside agencies, and members of the public.

Communication, Customer Service & Professional Judgment

• Excellent written and verbal communication skills and strong attention to detail.
• Ability to operate multi-line telephone systems and provide professional, courteous customer service to a diverse public.
• Ability to clearly explain departmental services and information, handle difficult interactions professionally, and exercise discretion when addressing sensitive matters.
• Ability to maintain confidentiality and follow written and verbal instructions, policies, and procedures.

Preferred Qualifications

• 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.

The City of Decatur is a drug-free workplace. This includes marijuana. Candidates will be subject to a pre-employment drug screen, physical exam, and background check post offer.

Sponsorship for Employment

The City of Decatur does not provide sponsorship for employment visa status (e.g., H-1B). To be considered for regular employment with City of Decatur, applicants must be currently authorized to work in the United States on a continuous basis.

Residency Requirement

Employees must reside within 50 miles of Decatur's corporate limits within 12 months of appointment.

Why Decatur?

• A Place You Can Afford: Named the #1 Best Affordable Place to Live in the U.S. for 2025-2026 by U.S. News & World Report, Decatur offers a low cost of living and attainable housing.
• Central Illinois, Close to Everywhere: Located within driving distance of Chicago, St. Louis, and Indianapolis, Decatur offers convenient access to major cities while maintaining a community feel.
• Room to Get Outside: Lake Decatur and more than 2,000 acres of parks and trails offer opportunities for boating, fishing, kayaking, hiking, and more.
• Arts, Culture & Entertainment: Enjoy concerts at the Devon Lakeshore Amphitheater, performances at Millikin University, shows at the historic Lincoln Theatre, and a growing public art scene.
• Something for the Whole Family: From Scovill Zoo and Splash Cove Waterpark to Overlook Adventure Park, there are plenty of ways to enjoy time together.
• A Strong Employment Community: Decatur is home to major employers including ADM, Caterpillar, Primient, HSHS St. Mary's Hospital, and Decatur Memorial Hospital.

Come build your career, contribute to the community, and enjoy what Decatur has to offer.