Public Works Office Administrator

Sitka, City and Borough of•Sitka, AK

1d•Onsite

About The Position

The primary purpose of this position is to provide high-level administrative support as well as day-to-day operational administrative support to Public Works Director and all divisions of the department as assigned. This position also provides some administrative support for the Planning Department and the Assessing Department. This position performs administrative functions related to procurement and recordkeeping (approximately 40% time spent) as well as office management and clerical support (approximately 60% time spent) for the Public Works Director and all other Public Works divisions, the Planning Department, and the Assessing Department. Under the general supervisor of the Public Works Director, the employee works independently on assigned duties and responsibilities. The Public Works Office Administrator assists and acts in a confidential capacity to the Police Chief, Municipal Administrator, Assembly, and other department heads who formulates, determines, or effectuates management policies.

Requirements

Modern office procedures, filing systems, and computer equipment
Customer service policies and best practices
Generally acceptable accounting principles, practices, and procedures
Municipal purchasing procedures
Inventory processes, principles, and best practices
Operating a personal computer with Microsoft software such as Word, Excel, and Outlook and using any customized software to accomplish assigned tasks
Typing at a reasonable rate of speed with efficiency and accuracy
Writing and preparing correspondences according to standard business practices
General mathematics, including addition, subtraction, multiplication, division, and percentages
Providing customer service in a professional and courteous manner
Dealing with a wide range of persons, including situations in which individuals may be upset over some issue where they are upset or disagree with a decision
Organizing, maintaining, and managing a wide variety of records and files both in paper and electronic form
Prioritizing and organizing work while focusing on multiple tasks that require attention to detail
Recognize and maintain confidential information
Maintain a positive work atmosphere by communicating in a manner so that you get along with the general public, co-workers, and management
Quickly learn and apply CBS or department policies, procedures, practices and rules applicable to tasks
Communicate well with others, both orally and in writing, using both technical and non-technical language
Understand and follow oral and written policies, procedures, and instructions
Prepare and present accurate and reliable reports
Logical and creative thought processes to develop solutions according to written specifications and oral instructions
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
Quickly learn and put to use new skills and knowledge
High School Diploma or GED
Two years of work experience in an administrative support position in a legal office, construction office, or any other similar professional office setting with office management and customer service responsibilities, with Sitka or another municipality, preferred; or Any equivalent combination of experience, education, and training which provides the knowledge, skills, and abilities necessary to perform the work.
Possession of a valid driver’s license issued by the State of Alaska
Possession of, or ability to obtain within 90 days of hire, a notary public
Possession of, or ability to obtain within 12 months of hire, ICS700 certification or equivalent course that qualifies member to perform duties as an Incident Responder

Nice To Haves

some college credits in office management or in a related field

Responsibilities

Serves as first point of contact and greets visitors to three departments, Public Works, Planning, and Assessing, dispenses information as requested, refers visitors to appropriate personnel, answers questions, hears complaints, takes actions to resolve problems if able, and represents the municipality in a courteous and professional manner
Responds to Water and Wastewater emergency calls from the public by directing to the appropriate personnel for resolution
Prepares and types correspondence, memorandums, reports and related materials for the Public Works Director, Contract Manager, and other Public Work personnel as assigned
Drafts and recommends the annual operating budget for the administration office for Public Works
Distributes official Public Works correspondence, documents, and any other written materials to the appropriate or affected department and agencies
Processes work orders for all divisions of Public Works including assigning accounts and project numbers and calculating all labor, material, inventory, and equipment costs
Processes billing requests from various units within the Public Works Department, evaluates the billing charges, and submits bills to leads and supervisors within the respective units.
Processes purchase orders for the department, including generating material receipts, establishing vendors, and implementing a tracking system
Provides notary services to the department and the public
Establishes and maintains departmental files, including project files, archives, and street files in accordance with the CBS Retention Schedule and local, state, and federal requirements.
Arranges and coordinates travel schedules for department personnel as requested
Maintains calendars and arranges and publicizes meetings as requested
Maintains accounts for CBS vehicles and equipment by assigning vehicle and equipment numbers, ensuring municipal vehicles are licensed and registered, maintaining accurate records of vehicles, equipment, charge out rates, serial numbers, and road ready costs and titles, and who is responsible for the vehicles and equipment at any given time
Provides troubleshooting to help employees operates desktop computers, printers, and large document copier when able and coordinating IT maintenance when necessary
Responsible for public Works website design and maintenance
Maintains assigned department inventories and orders office supplies as necessary
Performs special projects as requested by the Public Works Director
Performs other duties as assigned