Public Works & Engineering Admin: Bids, Contracts & Council

City of Decatur; Decatur (IL); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Paid holidays & retirement plan

Job summary

The City of Decatur is seeking an experienced administrative professional to help move infrastructure projects from bidding through contract documentation and City Council approval. The role supports the Public Works Department and Engineering Division with organizational systems, document preparation, and cross-department coordination.

Candidates should have strong organizational and communication skills, familiarity with payroll and budgeting processes, and proficiency in Microsoft 365

Qualifications

• High school diploma or equivalent.
• Three years of progressively responsible administrative support experience, including document preparation, recordkeeping, and computer operations.
• Valid driver's license.
• An equivalent combination of education, experience, and training may be considered.

Responsibilities

• Assemble project bid manuals with engineering staff.
• Coordinate publication of bid advertisements.
• Assist with public bid openings and check submitted documents.
• Prepare contract documents and coordinate them for execution.
• Prepare and enter City Council agenda items and supporting materials.
• Following Council approval, prepare and distribute transmittal documents and notices to proceed.
• Serve as a primary contact for residents, visitors, staff, vendors, and other agencies.
• Respond to questions, manage inquiries, track requests, and route concerns appropriately.
• Welcome visitors and process public documents, applications, permits, and payments as applicable.
• Handle difficult interactions professionally.
• Maintain payroll records for Public Works Administration and the Engineering Division.
• Prepare and maintain records, databases, spreadsheets, and files.
• Coordinate purchasing and process requisitions, purchase orders, invoices, and payments.
• Manage correspondence, reports, meetings, calendars, and routine FOIA intake.
• Support mail distribution, office supplies, and emergency and security procedures.

Skills

Payroll & budgets

Microsoft 365

Office procedures

Typing & filing

Multitasking

Stakeholder collaboration

Education

High school diploma

Associate degree or coursework in business

Tools

Microsoft 365 Suite

Job description

The City of Decatur is seeking an experienced administrative professional to help move infrastructure projects from bidding through contract documentation and City Council approval. The role supports the Public Works Department and Engineering Division with organizational systems, document preparation, and cross-department coordination.

Candidates should have strong organizational and communication skills, familiarity with payroll and budgeting processes, and proficiency in Microsoft 365