Public Works Administrative Assistant II

City of Beaufort; Beaufort (SC); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Beaufort is seeking an Administrative Assistant to support the Public Works Office Manager. The role involves coordinating reports, maintaining records, handling PO reviews, and assisting with budget reporting for multiple Public Works divisions including Traffic Control, Facilities, Stormwater, Parks and Streets.

Ideal candidates have a high school diploma or GED with five years in office operations, a SC driver’s license, and proficiency in Word, Excel, Power Point and Munis.

Qualifications

• Requires a high school diploma or GED supplemented by five years of administrative experience in Office Operations.
• Valid South Carolina driver's license.
• Proficient with Word, Excel, Power Point and Munis.
• Knowledge of city ordinances and Public Works operations.

Responsibilities

• Assist Office Manager with the coordination, preparedness, and processing of required reports and documentation to departmental needs; maintains and updates manuals and records.
• Acts as Office Manager primary representative for review and evaluation of Purchase Orders, Public Works Division contracts and/or plans, recording; collects information to complete budget purchases and reporting.
• Inventories, reports, and makes recommendations as to the needs of Public Works Department to the Office Manager regarding requisitions for items within annual budget.
• Background knowledge of Public Works workings, City ordinances, and familiarity with city streets, areas, subdivisions, and history.
• Interacts with supervisors, co-workers, vendors, public, and other groups; maintains professional communications.
• Keeps current knowledge of applicable codes, laws, and regulations.
• Coordinates work orders and prioritizes/schedules projects; responds to emergencies.
• Carries out directives of Public Works Director or designee.
• Other duties as assigned by Public Works Director or designee.
• Recall for emergency and standby personnel during natural disasters.
• Handle complaints and information gathering; liaison to HR for workers' comp and litigation issues.
• Cashier duties: petty cash, credit card reconciliation, and timesheet entry.
• Banner scheduling and reconciliation.

Education

High School diploma or GED

Tools

Word

Excel

Power Point

Munis

Job description

The Administrative Assistant works under the direction of the Public Works Office Manager. Assist in the overseeing of the City of Beaufort’s maintenance to all City administrative duties, reporting and documentation of information, and correspondence for Public Works. Also assist in the planning, scheduling, and participates in the record keeping, of the multiple division of Public Works such as Traffic Control, Facilities Maintenance, Stormwater, Parks and Streets.

The following functions are intended only as illustrations of the various types of work performed. The omission of the specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Assist Office Manager with the coordination, preparedness, and processing of required reports and documentation appropriate to the departmental needs; maintains and updates manuals and records.

• Acts as Office Manager primary representative for review and evaluation of Purchase Orders, Public Work Division contracts and/or plans prepared for projects recording; collects information to complete fully processed budget purchases and reporting.

• Inventories, reports, and makes recommendations as to the needs of the Public Works Department to the Office Manager regarding requisitions for needed items regulated to the Budget for each year.

• Have a background knowledge of the workings of Public Works and the City’s Ordinances, along with familiarity of city streets, areas, subdivisions, and history.

• Interacts and communicates with various groups and individuals such as supervisors, co-workers, subordinates, visitors to Public Works Complex, vendors, sales representatives, and the public.

• Maintains a comprehensive, current knowledge of applicable codes, laws, and regulations.

• Coordinates work orders, assist with recommending the prioritizing and scheduling of projects; and responds to emergency situations.

• Carries out all directives issued by Public Works Director or his designee.

• Other duties as assigned by the Public Works Director or his/her designee.

• Subject to recall for emergency and designated “remain-behind” personnel in the event of a natural disaster.

• Required to handle complaints, request, and gather information, liaison to Human Resources for workman comp reporting and litigation issues.

• Cashier: responsible for petty cash and credit card reconciliation, along with time sheet entry.

• Banner scheduling and reconciliation.

Requires a high school diploma or GED equivalent supplemented by five (5) years of administrative experience in Office Operations, or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities. Valid South Carolina driver's license required. Position requires general knowledge office equipment, and knowledge of Word, Excel, Power Point and Munis