ESSENTIAL DUTIES AND RESPONSIBILITIES:

Serve as confidential administrative assistant to the Deputy Public Works Director and Department Section Managers; relieving the managers from administrative, clerical, and technical details. Assist other administrative staff to serve as the department-wide administrative support. Serve frequently as liaison between management and the public and other City departments.

Handles confidential personnel information and records in accordance with current department and City policies.

Under the direction of supervisor, respond to public records disclosure requests. Apply knowledge of the department’s documents, organizational files (physical/electronic) and databases required to properly respond to requests.  Gather data and produce timely responses.

Assist with creating and editing electronic mapping documents for the use of individual section work planning/scheduling, budget presentations and public information dissemination. Collaborate with Geographic Information Staff for direction, training and product production.

Assist supervisor with administrative onboarding duties for seasonal, limited hour and supported employment staff. Work with various City departments to process appropriate pre-employment paperwork and materials and ensure new staff have met all needed requirements. Enter staff into appropriate departmental data bases and track employment data for section supervisors.

Act as lead for the Administrative sections supported employment staff. Assist with employees’ work planning and training and provide input on quarterly and yearly reviews.

Work with City and departmental staff in the implementation and rollout of new software/programs and assist or lead in the training of impacted departmental staff.  Assist with creation, editing and modification of departmental standard operating procedures.

Coordinate division plan review for capital and development projects. Act as liaison between Public Works and Economic and Community Development for assistance with deadlines and process changes. Compile and prepare comments for return to originating department.

Prepare traffic alerts for public dissemination using a variety of software programs and social media tools. Respond to after hour notification requests and occasional standby duty during inclement weather events.

Answer telephones, provide information and assistance to callers; enter and track requests in the resident request tracking system until resolution.

Organize, attend and document department meetings for capital projects, pre-cons, action teams, manager and division meetings.  Book meeting rooms, create agenda’s, take and distribute notes, track and compile action items, set up and clean up.

Prepare a variety of correspondence, memoranda, agendas, forms, reports, presentations and other documents from hand written or typed sources; proofread and edit materials for accuracy, completeness, and conformance to applicable rules and regulations, which include business grammar, punctuation and word usage, as required; compile, collate and duplicate information, package and distribute copies.

Prepare and maintain accurate and accessible computerized and hard copy filing systems. Maintain complex records for retention and/or disposal, using the applicable Washington State records retention schedules.

Prepare contracts for Operations division and act as backup for Contract Specialist as needed.

Assist in the creation and editing of department pages on the City internal and external websites; to include traffic and departmental updates using social media tools.

Assist in obtaining photo documentation in the field of ongoing work projects. Catalogue and organize photo’s electronically for use in work planning, presentations and historical documentation.

Actively support the vision, mission, values and goals of the department and the City.

PERIPHERAL DUTIES:

During snow and ice season, it is the responsibility of the Operations Division to respond at all hours of the day and night to sand, plow and remove snow/ice from the City’s roadways and hills.

Perform related duties as assigned.

Act as backup to other Admin staff in the Public Works Department.

Rotate between Engineering and Operations divisions for training and coverage purposes as needed; flexing to the appropriate schedule for that division.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE OF:

• Municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations and ordinances

• Basic Public Works functions

• Basic research methods City organization, operations, policies and objectives

• Detailed record-keeping techniques

• Applicable Washington State records retention schedules; Local Government Common Records Retention Schedule (CORE) and Utility Services Records Retention Schedule as well as the Washington State Department of Health Water record retention guidelines.

• Quality customer service principles and practices

SKILLED IN:

• Modern office practices, procedures and equipment including personal computers and related software such as word processing, spreadsheet programs and web-based management systems

• Proper use of telephone etiquette and techniques and ability to assist in answering diverse inquiries

• Demonstrating effective interpersonal skills using tact, patience and courtesy

• Understanding and following oral and written directions

• Compiling, organizing, and summarizing complex, detailed material independently or from tape or oral instructions, letters, notices, bulletins or other material

• Maintaining a variety of complex filing systems, records, and reports

• Communicating effectively orally and in writing

• Using English grammar, spelling, punctuation and vocabulary as it pertains to the job

ABILITY TO:

• Maintain confidentiality

• Multitask; answer and handle several calls simultaneously while also acknowledging and greeting walk up customers and fielding internal client requests

• Work in a fast-paced team environment that requires a high level of cooperative communication with team members as well as the ability to trouble shoot and problem solve when working independently

• Orally receive information and instructions, process it, ask appropriate clarifying questions and evaluate for appropriate response, delegated staff or action items needed for resolution

• Be physically present and working during posted business hours of office location

• Punctually arrive at work and maintain excellent attendance

• Learn the policies, procedures, activities and programs of an assigned area or office quickly and accurately

• Perform technical and administrative duties with speed and accuracy

• Establish and maintain cooperative and effective working relationships with others

• Present information effectively both orally and in writing with a wide variety of City personnel, contractors, developers, outside agencies and the general public on a regular basis.

• Organize and prioritize work assignments to meet schedules and timelines

• Read and comprehend simple instructions, correspondence, memoranda, policy and procedure manuals, etc.

• Write correspondence and routine reports; proofread and edit as needed

• Add, subtract, multiply, and divide quickly and accurately; compute rate, ratio, and percent; and create graphs and charts

• Read, interpret, apply and explain procedure manuals, general business periodicals, governmental regulations, and City policies and procedures and collective bargaining agreements

SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:

Education:  High school diploma, or equivalent, supplemented by two (2) years of college level course work or training in public or business administration, office management, administrative assistance/secretarial training, or a related field; and

Experience:  Four (4) years of increasingly responsible administrative experience including the last three (3) years of experience performing administrative support for an administrator, division director/manager, a commission, council, or special group with extensive public contact.

LICENSES AND OTHER REQUIREMENTS:

• Washington State Driver’s License

• Multilingual desirable

• Proficient in Excel, Word, Outlook, PowerPoint

• Notary Public License desirable

• Must successfully pass a position specific background inquiry

• Must successfully pass the City’s pre-employment driver’s record check and all employees must maintain an excellent driving record

MACHINES, TOOLS AND EQUIPMENT USED:

Typical business office machinery and equipment include, but not limited to, personal computer including database program, spreadsheet and word processing software, printer, telephone, scanning equipment, fax machine, copy machine, calculator and projector.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the incumbent is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; and talk and hear normally, with or without mechanical assistance. The incumbent frequently is required to reach with hands and arms. The incumbent is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.  The incumbent may occasionally lift and/or move up to 50 pounds with or without assistance. Specific vision abilities required by this job include close, distance, and peripheral vision; depth perception; and the ability to adjust focus.

WORKING CONDITIONS:

Work is performed in a typical office environment, subject to driving to various locations and working outside of normal working hours to meet critical time lines or to provide support in department emergency response events. While performing the duties of this position, the incumbent is subject to multiple interruptions by telephones and walk-ins by employees and citizens; occasionally works in outdoor weather conditions; may be exposed to individuals who are irate or hostile. The noise level in the office environment is usually moderate, while the noise level in the field may be loud.

It is the responsibility of the Public Works Department to respond at all hours of the day and night to emergency conditions (i.e. snow & ice, earthquakes, fire, flooding, wind, traffic accidents, etc.). The incumbent of this position may be required to work on weekends, evenings, and holidays, subject to rotating shifts and call back after normal working hours for emergency work. The incumbent may be required to carry a cell phone and/or laptop computer after hours and on weekends.