Public Works Administrative Assistant II (External ONLY)

City of Beaufort•Public Works Complex - Beaufort, SC

About The Position

The Administrative Assistant II works under the direction of the Public Works Office Manager and assists with administrative duties, reporting, documentation, and correspondence for the City of Beaufort’s Public Works Department. The role supports planning, scheduling, and recordkeeping across Public Works divisions, including Traffic Control, Facilities Maintenance, Stormwater, Parks, and Streets. The position assists with reports and documentation, maintains manuals and records, reviews and evaluates purchase orders and division contracts or project plans, and gathers information for budget purchases and reporting. It also supports inventory and requisition recommendations, work-order coordination, project prioritization and scheduling, and emergency response. Additional duties include handling complaints and requests, workman’s compensation and litigation reporting liaison work with Human Resources, petty cash and credit-card reconciliation, time-sheet entry, and Banner scheduling and reconciliation. The position may be recalled for emergencies and designated as remain-behind personnel during a natural disaster.

Requirements

High school diploma or GED, supplemented by five years of administrative experience in office operations, or an equivalent combination of education, training, and experience.
Valid South Carolina driver’s license.
General knowledge of office equipment.
Knowledge of Word, Excel, PowerPoint, and Munis.
Background knowledge of Public Works and City ordinances, and familiarity with city streets, areas, subdivisions, and history.
Maintain current knowledge of applicable codes, laws, and regulations.

Responsibilities

Assist the Office Manager with coordinating, preparing, and processing reports and documentation, and maintain and update manuals and records.
Serve as the Office Manager’s primary representative for reviewing and evaluating purchase orders, Public Works division contracts, and project plans for recording.
Collect information needed to complete budget purchases and reporting.
Inventory departmental needs and report and recommend requisitions to the Office Manager within the annual budget.
Coordinate work orders and assist with recommending project priorities and schedules.
Respond to emergency situations and carry out directives from the Public Works Director or designee.
Interact and communicate with supervisors, coworkers, subordinates, visitors, vendors, sales representatives, and the public.
Handle complaints and requests, gather information, and liaise with Human Resources on workers’ compensation reporting and litigation issues.
Manage petty cash and credit-card reconciliation, enter time sheets, and handle Banner scheduling and reconciliation.
Perform other duties as assigned by the Public Works Director or designee.
Be subject to recall for emergencies and designation as remain-behind personnel during a natural disaster.