Administrative Assistant, Public Works/Engineering Office

City of Decatur Illinois; Decatur (IL); Presencial; USD 46.000 - 56.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Paid holidays

Paid time off

Descripción de la vacante

The City of Decatur Illinois is seeking an Administrative Support role to coordinate infrastructure bids, prepare contracts, and carry projects through City Council approval. You will be the go-to person for residents, vendors, and staff, requiring organization and professional communication.

Prior municipal or Public Works experience is preferred but not required. The position offers full-time hours, benefits, and practical involvement in community projects.

Formación

• High school diploma or equivalent required.
• Three years of progressively responsible administrative support experience.
• Knowledge of payroll, budgetary procedures, and personnel functions.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams) and the ability to learn department-specific software.

Responsabilidades

• Coordinate infrastructure bids and prepare contracts for execution.
• Support public bid openings, review submitted documents, and prepare contracts for execution.
• Enter Council agenda items and supporting materials; prepare transmittals and notices to proceed after approval.
• Be the primary contact for residents, vendors, staff and other agencies; handle inquiries and track requests.

Conocimientos

Strong written and verbal comms

Customer service

Multitasking

Attention to detail

Educación

High school diploma or equivalent

Associate's degree or coursework in business administration

Herramientas

Microsoft 365

Payroll/Budget software

Descripción del empleo

$46,000–$56,000 a year | Full-Time, Benefited | Decatur, Illinois | Open Until Filled

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.

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.
• 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

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.