Executive Administrative Assistant - Public Works

Strategic Government Resources, Inc.; Stephenville, Northern (TX, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

City of Stephenville is seeking an Administrative Specialist to support the Public Works Director in overseeing Water, Sewer, Streets, Drainage, and related operations. The role requires independent judgment, discretion, and initiative, assisting callers and visitors and supporting public relations activities.

The position involves administrative duties, calendaring, permit processing, billing, and coordination of bids and contracts, with proficiency in Microsoft Office, Adobe Acrobat, Incode,

Qualifications

• Valid Texas driver’s license.
• High school diploma or GED required.
• Two years of administrative or clerical experience.

Responsibilities

• Provide administrative and technical support to the Public Works Director and supervisors.
• Prepare correspondence, reports, notices, forms, and other documents.
• Maintain department calendars; schedule meetings, training, and travel.
• Sort and distribute mail.
• Assist with planning and coordinating city-related functions.
• Serve as initial contact for grant research, applications, and compliance tasks.
• Respond to public inquiries, resolve complaints, and relay messages to field staff.
• Assist with issuing permits and vouchers for Public Works.
• Maintain filing systems, computerized records, permit reporting, and project tracking documents.
• Process billing, travel expenses, purchase requests, and other financial documents.
• Review purchase orders, invoices, receiving reports, and related documents for accuracy.
• Coordinate bid documents, specifications, bonds, and contracts.
• Use specialized software to compile traffic count and speed data.
• Assist with reporting streetlight and traffic signal outages to appropriate agencies.
• Assist with department personnel training.
• Attend meetings and serve on committees as assigned.
• Perform related duties as required.

Skills

Office procedures

Communication skills

Multitasking

Customer service

Teamwork

Education

High school diploma or GED

Tools

Microsoft Office

Adobe Acrobat

Incode

Laserfiche

MetroCount

Online permitting portals

Job description

Job Summary:

This full-time position works under the direction of the Public Works Director and supports the planning, organization, and coordination of the City’s Public Works operations, including Water, Sewer, Streets, Drainage, Landfill, and Domestic Refuse Collection contract administration. The role includes a wide range of administrative responsibilities requiring independent judgment, discretion, and initiative while assisting callers and visitors, responding to information requests, and supporting public relations activities. Work is performed with minimal supervision and reviewed for achievement of desired results.

Essential Duties and Responsibilities:

• Provide administrative and technical support to the Public Works Director and supervisors.
• Prepare correspondence, reports, notices, forms, and other documents.
• Maintain department calendars; schedule meetings, training, and travel.
• Sort and distribute mail.
• Assist with planning and coordinating city-related functions.
• Serve as initial contact for grant research, applications, and compliance tasks.
• Respond to public inquiries, resolve complaints, and relay messages to field staff.
• Assist with issuing permits and vouchers for Public Works.
• Maintain filing systems, computerized records, permit reporting, and project tracking documents.
• Process billing, travel expenses, purchase requests, and other financial documents.
• Review purchase orders, invoices, receiving reports, and related documents for accuracy.
• Coordinate bid documents, specifications, bonds, and contracts.
• Use specialized software to compile traffic count and speed data.
• Assist with reporting streetlight and traffic signal outages to appropriate agencies.
• Assist with department personnel training.
• Attend meetings and serve on committees as assigned.
• Perform related duties as required.

Minimum Qualifications:

• Valid Texas driver’s license.
• High school diploma or GED
• Two years of administrative or clerical experience.

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office products and Adobe Acrobat.
• Ability to become proficient in Incode, Laserfiche, MetroCount, and online permitting portals.
• Knowledge of modern office procedures, equipment, and recordkeeping principles.
• Understanding of City purchasing procedures and basic bookkeeping practices.
• Ability to accurately search and interpret files, records, and databases.
• Clear and effective communication in English, both written and spoken.
• Professional customer service skills, including courteous telephone etiquette.
• Ability to prepare concise business correspondence, documents, and basic reports.
• Strong ability to prioritize tasks, meet deadlines, and manage multiple responsibilities.
• Skilled in maintaining organized records and producing accurate documentation.
• Effective problem-solving and multitasking skills with attention to detail.
• Ability to establish cooperative working relationships with staff, other departments, agencies, and the public.
• Ability to respond to inquiries professionally and work effectively within a team environment.

Physical Requirements:

• Ability to sit or stand for extended periods.
• Ability to perform repetitive hand movements and fine motor tasks.
• Ability to lift up to 30 lbs. (file boxes, stored records, etc.).
• Ability to communicate clearly and courteously in English.

Work Environment:

• Majority of work is performed in an office setting and may be subject to ordinary risks typically found in an office environment.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender expression, disability, national origin, veteran or marital status.”