Executive Administrative Assistant - Public Works

West Valley City•West Valley City, UT

1d•Onsite

About The Position

Come join a team dedicated to making a positive impact in our community, where the well-being of our residents is always our top priority. We offer flexible scheduling options (based on position) and foster professional growth through comprehensive training programs and learning opportunities. Shape your future in a career that empowers you to make a difference and thrive in a collaborative, purpose-driven environment. The Executive Administrative Assistant to the Public Works Director provides high-level administrative, organizational, and strategic support to the Director and serves as a trusted liaison between the Director, department leadership, City leadership, other departments, and the public. The position also helps manage complex budgets and capital improvement programs. This position requires discretion, sound judgment, initiative, strong communication skills, strong technical skills, and the ability to manage sensitive matters in this public-sector environment.

Requirements

Excellent written and verbal communication in English, with a good understanding of grammar and sentence structure.
Ability to establish and maintain effective work relationships.
Must be able to react to change productively and handle other tasks as assigned.
Ability to receive feedback on performance with a positive attitude, and willingness to suggest ideas to supervisor to improve procedures.
Strong judgement and decision-making skills.
Ability and willingness to discern/resolve problems with residents and others.
Must be able to handle stressful situations and maintain a calm demeanor.
High level of organization and attention to detail.
A successful employee in this position will be a positive influence on others and will contribute to the leadership development of the various division managers and other Department employees.
Type efficiently and proficiently.
Use Microsoft Office 365 tools, including Word, Excel, PowerPoint and SharePoint proficiently.
Capable of learning financial, document archival, and asset management software.
Knowledge of modern business practices and procedures.
Ability to gather and analyze data and draw conclusions from the data.
Knowledge of and ability to use information sharing applications and other emerging technology to share and disseminate information.
Ability to work independently with minimal supervision.
High School Diploma or equivalent.
Five years of administrative experience or equivalent. A combination of education and experience may be considered.
Possess a valid Utah Driver's License.

Nice To Haves

Preference may be given to candidates with experience in budget management, financial systems or data analysis.

Responsibilities

Provide primary administrative support to the Public Works Director.
Prepare, review, and coordinate meeting agendas, staff reports, presentations, correspondence, and City Council materials.
Track Department action items, deadlines, and commitments; follow up to ensure completion.
Handle confidential and sensitive personnel, labor, legal, and other matters with discretion.
Act as a liaison between the Public Works divisions, other departments, City administration, contractors, other government entities and the public.
Assist in department budget preparation and administration, consisting of multiple funds, divisions and accounts. Prepare budget opening requests, journal entries and track sold services. Process purchase orders and budget transfers.
Assist in the preparation and tracking of capital improvement plans.
Prepare, execute and track contracts and other procurements.
Assist in preparation of goals for all divisions in the department. Monitor performance of divisions and achievement of goals. Report results to Director.
Manage the Public Works Director’s Office including electronic filing, receiving and responding to correspondence, routing information, distributing mail, office supplies, and scheduling meetings and appointments for the Director.
Courteously and efficiently receive and handle complaints and service requests.
Maintain policy manual and standard operating procedure manual for the Department.
Assist the Director in emergency management tasks.
Assist Director in risk management. Track incidents, schedule Department incident review meetings as needed.
Keep Department staff informed of activities of all divisions, which may affect other divisions or the public. Collect information on projects, major maintenance activities, public services and other pertinent work from all divisions. Post or distribute information to all Public Works divisions, and other City departments.
Responsible for public awareness of projects, major maintenance activities, and public services for the entire department. Collect information from Public Works divisions and forward information to City communications staff. Monitor department webpages and ensure information is accurate and timely.
Act as a back-up to the utility billing clerks, able to assist them as necessary.
Assist in the preparation and execution of the Storm Water Management Plan for the City, holding the divisions and departments throughout the City accountable for their responsibilities within the Plan.
Responsible for implementation of Storm Water Education and Public Involvement sections of Storm Water Management Plan.
Implement the Storm Water Education plan to inform citizens and businesses on storm water regulations and best management practices.
Arrange for and conduct storm water presentations and workshops for schools, businesses and public events.
Prepare educational and informational displays and exhibits.
Solicit and direct citizen participation and volunteer service projects.
Assists in the planning and execution of department training events.