Administrative Assistant II / III - PW Engineering
About The Position
The Administrative Assistant II–III provides advanced administrative, financial, and operational support to the Engineering and Stormwater Divisions within Public Works. This position serves as a centralized support role responsible for coordinating financial processes, procurement activities, project documentation, regulatory support, records management, and day-to-day administrative operations. This role requires strong organizational skills, attention to detail, independent judgment, and the ability to manage multiple priorities in a fast-paced environment. The position supports Capital Improvement Program (CIP) projects, stormwater regulatory compliance efforts, cross-departmental coordination, and customer service functions while serving as a key point of contact for internal staff, external agencies, contractors, vendors, and the public. The Administrative Assistant II performs intermediate-level administrative support duties with growing responsibility and independence, while the Administrative Assistant III performs advanced administrative coordination and operational support functions requiring a higher degree of technical knowledge, problem-solving, discretion, and decision-making responsibility.
Requirements
- High school diploma or equivalent required.
- Two (2) to four (4) years of progressively responsible administrative support experience (for AA II).
- Four (4) to six (6) years of progressively responsible administrative support experience, including advanced administrative coordination and increased responsibility (for AA III).
- Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job.
- Possession of a valid driver’s license.
- Ability to solve a variety of problems and exercise sound independent judgement related to business office functions, including following the chain of command on sensitive matters.
- Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
- Ability to maintain confidentiality when dealing with sensitive issues.
- Ability to work independently in the absence of supervision.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Build trust and maintain harmonious and respectful working relationships.
Nice To Haves
- Associates Degree in a related field
- Bilingual in English and Spanish.
Responsibilities
- Process accounts payable, reconciliations, and invoice tracking for Engineering and Stormwater operations and projects.
- Complete purchasing card (p-card) reconciliations and process employee reimbursements.
- Track purchase orders, contracts, and capital project expenditures, including CIP and stormwater projects.
- Support budget monitoring and reporting in coordination with division leadership and Finance staff.
- Pull and review expenditure status reports regularly and assist in identifying and documenting budget variances.
- Assist with procurement processes, including bid documentation, contract routing, change orders, and compliance tracking.
- Provide advanced administrative support to Engineering and Stormwater staff, including document preparation, records management, and coordination of daily operations.
- Assist in the development, documentation, and maintenance of Standard Operating Procedures (SOPs).
- Manage division administrative functions, including office supplies, equipment coordination, and copier support.
- Maintain and distribute division contact lists and organizational resources.
- Serve as administrator for shared inboxes and internal communication systems.
- Assist with documentation and tracking related to stormwater regulatory requirements (e.g., MS4 permit compliance, inspections, and reporting).
- Assist with preparation of regulatory reports and compliance documentation.
- Provide oversight and coordination of administrative functions related to board and commission meetings, including agenda preparation, meeting materials, scheduling, compliance with posting requirements, and documentation of official records.
- Maintain organized project files, including contracts, permits, reports, and correspondence.
- Assist with data collection, reporting, and tracking of project and program performance metrics.
- Support consultant and contractor coordination by managing documentation and communication.
- Coordinate, attend and process minutes, meeting invites and presentations associated with two advisory boards.
- Serve as a primary point of contact for internal and external inquiries, including developers, consultants, vendors, residents, and regulatory agencies.
- Provide customer service support related to engineering and stormwater inquiries, including drainage concerns and infrastructure questions.
- Facilitate communication between Engineering, Stormwater, Public Works divisions, Finance, Planning, Utilities, and external partners.
- Coordinate meetings, including scheduling, agenda preparation, and documentation of minutes for project and operational meetings.
- Assist with internal communications, reporting, and coordination of division initiatives.
- Crosstrain in multiple administrative and program support functions to provide flexible, centralized support.
- Support Engineering and Stormwater Division staff and collaborate with multiple departments and external stakeholders.
- Exercise independent judgment in prioritizing tasks and managing competing deadlines.
- Performs other duties as assigned.
Benefits
- This position is benefits eligible.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
