Public Works Admin Specialist - Data, Scheduling & Support

Universalcitytexas; Universal City, Northern (TX, KY); Hybrid; USD 33,000 - 39,000; Full time

Benefits offered by this job

Vacation/Sick Leave

Holiday Pay

TMRS 457 Plan

Job summary

The City of Universal City seeks a Public Works Administrative Assistant II to support the Public Works Department with courteous public interactions, document preparation, and data entry. Under the supervision of the Utility Administrator, you will handle correspondence, scheduling, and records.

Responsibilities include maintaining calendars for rentals and park reservations, coordinating with departments, ordering supplies, preparing reports, and assisting with Snowfest planning.

Qualifications

• High School Diploma or equivalent.
• Five years of general office/administrative experience and/or courses in secretarial/office administration.
• Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Responsibilities

• Prepares correspondence with City departments, outside entities and the general public.
• Answers telephone, takes messages, schedules appointments and provides information/assistance or routes caller to appropriate staff member in a courteous and timely manner.
• Greet visitors to the office, provide information or directs them to appropriate individual.
• Research, compile and analyze data for special projects and various reports for the Public Works Department as required.
• Composes and types a variety of documents, reports and records utilizing Microsoft Word.
• Compiles and types a variety of documents and reports including tables and text utilizing Excel.
• Compiles/composes materials for presentation utilizing PowerPoint.
• Formulates interdepartmental policies and procedures; ensures compliance with current City and departmental rules and regulations.
• Monitors inventory for office supplies, computers and hardware. Makes recommendations for the purchase of supplies and capital purchases.
• Operates and maintains departmental office equipment.
• Establishes and maintains permanent files and retrieves information as requested.
• Maintains in-office calendar for the rental of all City pavilions, ball fields and clubhouse. Coordinates with local baseball/softball teams to schedule fields for practice or games. Processes rental reservations, lease agreements, receipts and collects fees and deposits.
• Maintains in-office calendar for conference and training room reservations. Assists in coordinating staff training within the Public Works Department and City administrative operations associated with staff needs and development.
• Orders all cleaning supplies, equipment, light bulbs etc. for all City Departments.
• Orders all office supplies for the Public Works office including; paper, printer ink and toner, and general supplies as needed.
• Performs administrative duties to include filing, faxing and copying.
• Assists the Public Works Director by attending meetings and preparing and/or making presentations as required.
• Prepares monthly reconciliations of park reservation fees.
• Prepares weekly park reservation reports for office staff and Asst. Public Works Director.
• Assists with the planning and coordination of the City’s annual Snowfest event in collaboration with the City events coordinator; responsible for coordinating vendors and merchants, responding to public and participant inquiries, and organizing, hosting, and attending Snowfest planning meetings.

Skills

Communication

Organizational skills

Planning

Relationship-building

Independent work

Education

High School Diploma

Five years of general office/administrative experience

Equivalent combination of education and experience

Tools

Microsoft Word

Excel

PowerPoint

Job description

The City of Universal City seeks a Public Works Administrative Assistant II to support the Public Works Department with courteous public interactions, document preparation, and data entry. Under the supervision of the Utility Administrator, you will handle correspondence, scheduling, and records.

Responsibilities include maintaining calendars for rentals and park reservations, coordinating with departments, ordering supplies, preparing reports, and assisting with Snowfest planning.