Part-Time City Admin Assistant - Barstow
*THIS IS A TEST POSITION USED FOR TRAINING/DEMO PURPOSES ONLY*
The incumbent is part of a collaborative work team and provides general administrative support and program coordination for Public Works staff. Work is characterized by technical and specialized administrative support of various activities within the department. .Work is performed with general supervision. The Director defines objectives, priorities, and deadlines; and assists the incumbent with unusual situations, which do not have clear objectives or precedents. The Incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.
Essential Job Functions
Essential duties and responsibilities may include, but are not limited to, the following:
• Provides confidential assistance to the Public Works Director.
• Serves as the primary departmental contact to the public to receive, route, process and follow citizen inquiries, assisting to ensure the department provides complaint resolution and information in a timely manner; relieves director and other staff from handling routine questions and requests for service and elevating only the unusual or complex issues.
• Performs technical and clerical functions such as maintaining the department's database programs, spreadsheets, and producing correspondence; provides administrative support for meetings as assigned, including scheduling meetings and preparing minutes.
• Utilizes social media, city website, and/or other programs and media to effectively communicate information to the intended audience.
• Assists the Director in preparing and monitoring the department's annual operating budget.
• Creates, tracks and maintains work orders for the Public Works department.
• Assists in the maintenance of Public Works cost tracking.
• Assists in preparing grant applications and reviewing progress toward grant requirements.
• Assist with capital project coordination including bidding, contracting, documentation, project inspection scheduling, submittal review tracking, meeting schedules, meeting notes and document collection.
• Maintains the Small Works Roster including advertising for participants, registering, reviewing, renewing applicants; assists in managing the bid process; and assists with recommending award of contracts.
• Assists project team members in department planning, schedules and resources, including advertising and recording bidding procedures associated with department and capital projects.
• Reviews and issues Right-of-Way Permits.
• Works with the City Clerk's Office in the maintenance of Public Works department records and preparing documentation in response to requests for public record.
• Assists with planning and execution of public works community events, including project grand openings and other public events.
• Reports to City Hall in the event of emergencies or EOC activation to assist public works with response and coordination.
Education: Two (2) years of college level course work or training in public or business administration, project management, office management, administrative assistance/secretarial training, or a related field.
Experience: Two (2) years of increasingly responsible administrative experience including some financial record-keeping experience, public contact and/or records management and at least one (1) year of administrative support to a department director/manager.
Or: Any combination of education and experience, which provides the applicant with the desired skills, knowledge and ability required to perform the job, may be substituted for these qualifications.
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
Other Requirements
• Valid State of Washington Driver's License; and a driving record which meets the city's requirements
• Bachelor's degree in business administration, public administration, or related field is preferred
• Notary license is desirable
• Multilingual is desirable
• Completion of position-relevant background check
We offer Competitive Benefits
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The incumbent is part of a collaborative work team and provides general administrative support and program coordination for Public Works staff. Work is characterized by technical and specialized administrative support of various activities within the department. .Work is performed with general supervision. The Director defines objectives, priorities, and deadlines; and assists the incumbent with unusual situations, which do not have clear objectives or precedents. The Incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.
Essential Job Functions
Essential duties and responsibilities may include, but are not limited to, the following:
• Provides confidential assistance to the Public Works Director.
• Serves as the primary departmental contact to the public to receive, route, process and follow citizen inquiries, assisting to ensure the department provides complaint resolution and information in a timely manner; relieves director and other staff from handling routine questions and requests for service and elevating only the unusual or complex issues.
• Performs technical and clerical functions such as maintaining the department's database programs, spreadsheets, and producing correspondence; provides administrative support for meetings as assigned, including scheduling meetings and preparing minutes.
• Utilizes social media, city website, and/or other programs and media to effectively communicate information to the intended audience.
• Assists the Director in preparing and monitoring the department's annual operating budget.
• Creates, tracks and maintains work orders for the Public Works department.
• Assists in the maintenance of Public Works cost tracking.
• Assists in preparing grant applications and reviewing progress toward grant requirements.
• Assist with capital project coordination including bidding, contracting, documentation, project inspection scheduling, submittal review tracking, meeting schedules, meeting notes and document collection.
• Maintains the Small Works Roster including advertising for participants, registering, reviewing, renewing applicants; assists in managing the bid process; and assists with recommending award of contracts.
• Assists project team members in department planning, schedules and resources, including advertising and recording bidding procedures associated with department and capital projects.
• Reviews and issues Right-of-Way Permits.
• Works with the City Clerk's Office in the maintenance of Public Works department records and preparing documentation in response to requests for public record.
• Assists with planning and execution of public works community events, including project grand openings and other public events.
• Reports to City Hall in the event of emergencies or EOC activation to assist public works with response and coordination.
Education: Two (2) years of college level course work or training in public or business administration, project management, office management, administrative assistance/secretarial training, or a related field.
Experience: Two (2) years of increasingly responsible administrative experience including some financial record-keeping experience, public contact and/or records management and at least one (1) year of administrative support to a department director/manager.
Or: Any combination of education and experience, which provides the applicant with the desired skills, knowledge and ability required to perform the job, may be substituted for these qualifications.
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
Other Requirements
• Valid State of Washington Driver's License; and a driving record which meets the city's requirements
• Bachelor's degree in business administration, public administration, or related field is preferred
• Notary license is desirable
• Multilingual is desirable
• Completion of position-relevant background check
We offer Competitive Benefits
Apply tot his job
Apply To this Job