Public Works Administrative Assistant

Construction Association of Michigan; Michigan; On-site; USD 40,000 - 56,000; Full time

Job summary

Construction Association of Michigan seeks an administrative support specialist to assist the Department of Public Works with clerical duties, records management, and public communications. The role collaborates with Village and Township departments to support infrastructure projects and programs.

The position involves handling inquiries, processing invoices, managing permits, and assisting with budget preparation. Strong MS Office skills and organizational abilities are essential for success.

Qualifications

• Strong interpersonal and professional communication with diverse stakeholders.
• Proficiency in Microsoft Office and ability to prepare reports and spreadsheets.
• Ability to organize clerical records and maintain correspondence and records.
• Adaptability to shifting priorities, workloads, and tasks.
• Knowledge of municipal government operations and procedures is a plus.

Responsibilities

• Performs clerical duties in a public setting, maintains records and reports.
• Collaborates with departments on current construction projects.
• Maintains expenditure files and processes invoices for payment.
• Handles inquiries and provides customer service across channels.
• Assists with staff training scheduling as directed.
• Executes work orders creation, distribution, tracking and completion.
• Manages right-of-way permit applications.
• Maintains park reservation system.
• Maintains digital department records and GIS-related data.
• Supports integration of records into GIS software.
• Assists with metering infrastructure and customer portal software.
• Applies policies to improve department operations and notify the public of consumption issues.
• Maintains schedules and logs, may schedule appointments.
• Produces DPW project content for newsletters and reports.
• Plans and participates in public engagement activities.
• Maintains inventory and assists with purchasing supplies.
• Assists with budget preparation.
• Performs other duties as assigned.

Skills

Interpersonal skills

Verbal and written communication

Organization and records management

Adaptability to priorities

Data processing and reporting

Tools

Microsoft Office

GIS software

Job description

Under the general supervision of DPW Director, this position performs administrative, technical, and operational support functions for the Department of Public Works. This position assists with utility coordination, scheduling, recordkeeping, purchasing, and public communication efforts related to infrastructure and operational initiatives.

This position works closely with DPW staff, residents, and other Village and Township departments to support the execution of public works projects and programs.

1. Performs a wide variety of skilled clerical duties in a public contact setting, including maintaining records, files and reports.
2. Collaborates with departments on current construction projects within the Village and Township.
3. Maintains expenditure files and checks invoices for receipt of items and payment authorization.
4. Handles phone, in-person, and written inquiries, providing information, delivering customer service, and directing individuals to the appropriate departments.
5. Assists with and schedules the training of departmental staff members as directed.
6. Assists with the creation, distribution, tracking, and completion of work orders.
7. Assists with the application, and administration of right-of-way permits.
8. Manages the park reservation system.
9. Creates, organizes, and maintains digital department records such as drawings, notes, and maps.
10. Assists with the integration of existing and new records into GIS software.
11. Assists with automated metering infrastructure and customer portal software.
12. Utilizes policies and procedures to improve operations and function of the department.
13. Utilizes metering software to troubleshoot consumption concerns and provide public notification.
14. Maintains various schedules and logs; may be required to schedule appointments.
15. Create DPW project related content for newsletters, correspondence, reports, memoranda, and other materials, including public education content.
16. Schedules, plans, and participates in public engagement activities for the Department of Public Works.
17. Maintains inventory and purchases supplies as needed.
18. Assists with preparation of the budget.
19. Performs other duties and related work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong interpersonal skills and the ability to work effectively and professionally with a wide range of people.
• Knowledgeable of computers and electronic data processing – specifically skilled and familiar with Microsoft office and other department specific applications to prepare reports, create spreadsheets, utilize databases, etc.
• Ability to clearly and effectively communicate both verbally and in writing.
• Ability to effectively adapt to various shifts in priorities, workloads, and tasks.
• Knowledge of municipal government operations, Village and Township departments, regulations and procedures.
• Ability to learn and adapt to a changing work environment.
• Organized with the ability to maintain clerical records and prepare correspondence and reports.
• Ability to establish and maintain effective working relationships with Village and Township officials, consultants, and residents.

WORK ENVIRONMENT

The work environment characteristics described are representative, but not limited to, those encountered while performing essential functions of this job classification. While performing the functions of this job, the employee works primarily in an office setting with some time in the field. While in the field, the employee is frequently exposed to outside weather conditions. The noise level in the work environment can be potentially loud in field situations.