PW Admin Assistant

City of Denison•Denison, TX

About The Position

Under general supervision and as part of a team, the Administrative Assistant provides secretarial and administrative support to Public Works managers, supervisors, and divisions as needed or requested. The role supports department operations through document preparation, records management, project and billing-related administrative work, customer service, telephone and mail handling, and meeting and City Council packet preparation. The position also provides backup secretarial support to other Public Works divisions.

Requirements

Previous office and accounting experience or equivalent educational experience.
Ability to communicate effectively.
Knowledge of Microsoft Office software applications.
Ability to understand and follow oral and written instructions.
High school diploma or equivalent.
Valid driver's license and a record sufficient for coverage by the City's auto liability carrier.
Previous customer service experience.
Knowledge of basic mathematics related to billing.
Knowledge of word processing, spreadsheet, work order, billing, and database applications.
Knowledge of safe work practices and hazards associated with the public right of way and construction sites.
Ability to exercise sound judgment and discretion, resolve problems, and interpret policies and regulations.
Ability to handle sensitive interpersonal situations calmly and tactfully.
Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, in accordance with the Freedom of Information Act and applicable laws and regulations.
Ability to maintain accurate records and prepare clear, concise reports.
Ability to understand, prepare, and implement technical and general instructions.
Ability to communicate clearly and concisely, orally and in writing.

Nice To Haves

Experience in municipal government in an administrative capacity.
Certification in bookkeeping, budgeting, accounting, or a related field.
Bilingual English/Spanish proficiency.

Responsibilities

Type and proofread memos, letters, reports, and contracts; take notes and transcribe; collect and format data; assemble binders; and make travel arrangements.
Organize and maintain department files in compliance with State and City retention schedules.
Monitor and report on assigned projects, prepare reports, and enter data into billing software, project management systems, and work order systems.
Perform accounts receivable tasks, including billing account setup, audits, payment processing, and reporting.
Answer telephones, receive and distribute mail, relay information to the appropriate division, greet members of the public and others, and contact staff for visitors or deliveries.
Manage the console telephone system and direct incoming calls to appropriate staff.
Coordinate meetings by contacting attendees, arranging dates and times, reserving and preparing meeting spaces, preparing presentation documents and other materials, and escorting attendees when needed.
Prepare official information packets for City Council meetings by collecting and organizing documents, writing and proofreading staff reports, uploading documentation, creating slides, making copies, and sorting and labeling information.
Maintain department records and historical documents by archiving them according to the Texas State Records Retention Schedule and preserving records in Laserfiche.
Provide backup secretarial support to other Public Works divisions, including answering phones, receiving and distributing mail, obtaining signatures, and performing other assigned duties.
Maintain timely, consistent attendance and respond to emergencies during evenings, weekends, and holidays.