Public Works Office Administrator

Ecologyst; Sitka (AK); On-site; USD 52,000 - 68,000; Full time

Job summary

Ecologyst seeks an Office Administrator to provide high-level admin support to the Public Works Director and divisions, plus partial support to Planning and Assessing. The role emphasizes procurement, recordkeeping, office management, and clerical duties across multiple departments.

The position requires strong organizational skills, attention to confidentiality, and the ability to work independently under supervision. On-site responsibilities in Sitka, AK apply.

Qualifications

• Modern office procedures and filing systems.
• Customer service policies and best practices.
• Generally acceptable accounting principles and procedures.
• Municipal purchasing procedures.
• Inventory processes and controls.

Responsibilities

• Serves as first point of contact for three departments and greets visitors.
• Responds to emergency calls and directs to appropriate personnel.
• Prepares correspondence, memorandums, and reports for administration.
• Drafts and recommends annual operating budget for the admin office.
• Processes work orders, billing, and purchase orders for Public Works.
• Maintains department files, travel schedules, calendars, and meetings.
• Provides notary services and website maintenance for the department.
• Maintains inventories and orders office supplies.
• Performs special projects and other duties as assigned.

Skills

Office procedures

Customer service

Accounting principles

Municipal purchasing

Inventory management

IT troubleshooting

MS Word

MS Excel

MS Outlook

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Desktop IT support

Job description

The primary purpose of this position is to provide high-level administrative support as well as day-to-day operational administrative support to Public Works Director and all divisions of the department as assigned. This position also provides some administrative support for the Planning Department and the Assessing Department.

This position performs administrative functions related to procurement and recordkeeping (approximately 40% time spent) as well as office management and clerical support (approximately 60% time spent) for the Public Works Director and all other Public Works divisions, the Planning Department, and the Assessing Department.

Under the general supervisor of the Public Works Director, the employee works independently on assigned duties and responsibilities.

The Public Works Office Administrator assists and acts in a confidential capacity to the Police Chief, Municipal Administrator, Assembly, and other department heads who formulates, determines, or effectuates management policies.

Essential Duties And Responsibilities

• Serves as first point of contact and greets visitors to three departments, Public Works, Planning, and Assessing, dispenses information as requested, refers visitors to appropriate personnel, answers questions, hears complaints, takes actions to resolve problems if able, and represents the municipality in a courteous and professional manner
• Responds to Water and Wastewater emergency calls from the public by directing to the appropriate personnel for resolution
• Prepares and types correspondence, memorandums, reports and related materials for the Public Works Director, Contract Manager, and other Public Work personnel as assigned
• Drafts and recommends the annual operating budget for the administration office for Public Works
• Distributes official Public Works correspondence, documents, and any other written materials to the appropriate or affected department and agencies
• Processes work orders for all divisions of Public Works including assigning accounts and project numbers and calculating all labor, material, inventory, and equipment costs
• Processes billing requests from various units within the Public Works Department, evaluates the billing charges, and submits bills to leads and supervisors within the respective units.
• Processes purchase orders for the department, including generating material receipts, establishing vendors, and implementing a tracking system
• Provides notary services to the department and the public
• Establishes and maintains departmental files, including project files, archives, and street files in accordance with the CBS Retention Schedule and local, state, and federal requirements.
• Arranges and coordinates travel schedules for department personnel as requested
• Maintains calendars and arranges and publicizes meetings as requested
• Maintains accounts for CBS vehicles and equipment by assigning vehicle and equipment numbers, ensuring municipal vehicles are licensed and registered, maintaining accurate records of vehicles, equipment, charge out rates, serial numbers, and road ready costs and titles, and who is responsible for the vehicles and equipment at any given time
• Provides troubleshooting to help employees operates desktop computers, printers, and large document copier when able and coordinating IT maintenance when necessary
• Responsible for public Works website design and maintenance
• Maintains assigned department inventories and orders office supplies as necessary
• Performs special projects as requested by the Public Works Director
• Performs other duties as assigned

Knowledge, Skills, and Abilities

Knowledge Of

• Modern office procedures, filing systems, and computer equipment
• Customer service policies and best practices
• Generally acceptable accounting principles, practices, and procedures
• Municipal purchasing procedures
• Inventory processes, principles, and best practices

Skills In

• Operating a personal computer with Microsoft software such as Word, Excel, and Outlook and using any customized software to accomplish assigned tasks