Public Works Administrative Specialist

City-of-Longwood,-F; Longwood (FL); On-site; USD 35,000 - 55,000; Full time

Job summary

The City of Longwood is seeking an organized administrative professional to support the Public Works Director and senior staff. In this role you will manage calendars, coordinate meetings, handle inquiries from internal and external customers, and prepare a variety of documents.

You will also maintain records, enter data, process purchase orders, and assist with budgeting and asset management tasks. This is a full-time on-site position requiring attention to detail, discretion with sensitive

Qualifications

• High school diploma or equivalent and at least two years in progressively responsible administrative work.
• Experience in a government office environment preferred.
• Notary Public designation preferred; ICS 100 and 700 training within six months of hire.

Responsibilities

• Provides comprehensive administrative support to the Public Works Director and senior staff.
• Manages calendars, schedules meetings, and coordinates appointments.
• Provides customer service, receives calls, greets visitors, and provides information to internal and external customers.
• Coordinates departmental communication, including maintaining the departmental phone tree.
• Prepares and enters work orders for maintenance and repair needs.
• Prepares, edits, and distributes memos, reports, and presentations.
• Performs data entry in department software and ensures information is up-to-date.
• Obtains vendor quotes, processes requisitions, tracks budgets, and secures approvals.
• Tracks expenditures and processes invoices for timely billing.
• Assists with inventory, assets documentation, and related tasks.
• Oversees vehicle registration, fuel cards, and related items.
• Updates maintenance records for assets and fleet; schedules repairs as needed.
• Assists with organizing departmental events and training sessions.
• Orders and tracks materials and supplies; handles mail processing.
• Completes special projects as assigned; follows safety practices.

Skills

Administrative support

Customer service

Calendar management

Multitasking

Record keeping

Education

High school diploma or equivalent

Associates or Bachelor's degree preferred

Notary Public designation preferred

ICS 100 and 700 courses within six months

Tools

GIS navigation

Asset management systems

Microsoft Office Suite

Job description

The City of Longwood is seeking an organized administrative professional to support the Public Works Director and senior staff. In this role you will manage calendars, coordinate meetings, handle inquiries from internal and external customers, and prepare a variety of documents.

You will also maintain records, enter data, process purchase orders, and assist with budgeting and asset management tasks. This is a full-time on-site position requiring attention to detail, discretion with sensitive