Administrative Assistant - Public Works

JOB SUMMARY

This position performs administrative and secretarial functions in support of the operations of the Public Works Department.

MAJOR DUTIES
- Performs budget preparation and administration duties. (30%)
Prepares annual administration budget estimates for Public Works Director.
Assists in the preparation of division budgets and adjustments and with the Capital Improvement Plan budget.
Monitors all division budgets for compliance with budget authorizations.
Maintains Public Works inventory database for assigned divisions.
Sets up new vendor accounts; coordinates the vendor payment process; coordinates shipment dates and times with vendors.
Processes purchases orders, invoices, and receipts.
Processes travel and training requests.
Processes purchasing card accounts and receipts.

- Performs administrative and customer service duties. (25%)
Prepares City Council Agenda items.
Prepares and types project manuals, legal notices and reports.
Prepares correspondence; maintains record of outgoing and incoming correspondence.
Organizes and prepares documents and materials for the Public Works Director in preparation for attending meetings with other department heads, council and commission meetings, and public committee meetings.
Organizes and prepares status reports and reimbursement requests for state and federal grants as well as FEMA reimbursements for emergency response activity.
Answers telephone and greets visitors; provides information and assistance; takes messages; schedules appointments; refers to appropriate personnel.
Prepares service requests in Cityworks, assigns to appropriate division, and notifies appropriate parties to whom work is assigned.
Receives and processes customer complaints.
Uses Cityworks and GIS to provide prompt information concerning service requests and customer complaints to responders.
Maintains and stocks janitorial supplies for the Public Works Building; oversees the cleaning of the building.

Click here to View More Information About City of Auburn News: Job Vacancy for Administrative Assistant - Public Works