Public Works Administrative Coordinator

Longwoodfl; Longwood (FL); On-site; USD 45,000 - 60,000; Full time

Job summary

Longwoodfl Public Works Department seeks a Senior Administrative Assistant to support the director and senior staff with diverse administrative duties. You will manage calendars, coordinate meetings, handle customer inquiries, and prepare memos, reports, and presentations.

The ideal candidate has strong organizational skills and attention to detail, capable of multi-tasking under supervision. A high school diploma plus relevant experience is required; an Associate’s or Bachelor’s degree and

Qualifications

• High school diploma or equivalent plus two years in progressively responsible administrative work
• Experience in a government office setting preferred
• Associates or Bachelor's degree preferred; Notary designation preferred

Responsibilities

• Provide comprehensive administrative support to the Public Works Director and senior staff.
• Manage calendars, schedule meetings, and coordinate appointments.
• Provide customer service, greet visitors, and assist internal and external customers.
• Coordinate departmental communication and maintain the department phone tree.
• Prepare and enter work orders for maintenance and repairs.
• Prepare, edit, and distribute memos, reports, and presentations.
• Handle department data entry and ensure accuracy of information.
• Obtain vendor quotes, process requisitions, maintain purchase orders, track budgets, and secure approvals.
• Track expenditures and process invoices to ensure timely billing.
• Assist with inventory management for warehouse and office assets.
• Oversee vehicle registration, plates, fuel cards, and related devices.
• Update maintenance records for assets and fleet; schedule repairs as needed.
• Assist with organizing departmental events, workshops, and training sessions.
• Order and track materials and supplies.
• Receive, sort, and distribute mail; handle outbound mail.
• Undertake special projects as assigned and follow safety practices.

Skills

Organizational skills

Time management

Customer service

Budgeting

Vendor relations

GIS familiarity

Microsoft Office

Data entry

Education

Associates or Bachelor's Degree in related coursework

High school diploma or equivalent

Notary Public designation (preferred)

Tools

Microsoft Office Suite

Job description

Longwoodfl Public Works Department seeks a Senior Administrative Assistant to support the director and senior staff with diverse administrative duties. You will manage calendars, coordinate meetings, handle customer inquiries, and prepare memos, reports, and presentations.

The ideal candidate has strong organizational skills and attention to detail, capable of multi-tasking under supervision. A high school diploma plus relevant experience is required; an Associate’s or Bachelor’s degree and