Administrative Assistant

POSITION SUMMARY:

POSITION SUMMARY:

Under the direction of the Public Works Director, the Administrative Assistant coordinates and performs a variety of skilled secretarial and administrative functions. This position provides direct support to the Public Works Director, Public Works Supervisors, and other departmental personnel. The role involves managing communications, supporting internal and external operations, assisting with departmental initiatives, and contributing to an efficient, organized, and welcoming work environment.

ESSENTIAL FUNCTIONS:

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document may be required to have specific job-related knowledge and skills.

Provide general administrative support to the Public Works Director and Supervisors, including scheduling, correspondence, documentation, and data entry.

Answer, screen, and direct incoming calls; document and distribute phone messages as necessary.

Serve as a primary point of contact for departmental personnel and the public.

Respond to inquiries and complaints related to Public Works operations, programs, and policies.

Coordinate vendor relationships, order supplies, and verify accuracy and quality of shipments.

Submit work orders to the Roads Department Crew, track and close work orders upon supervisor approval.

Submit reimbursement requests to CCTC for roadwork and sign materials.

Maintain records for the County Paving Program and track gravel tickets and signs using Excel.

Coordinate burials for the County indigent burial cemetery. Keep maps and records.

Oversee and maintain County vehicle fleet records.

Call in service/repair needs for office copiers or create work orders or repair requests for office space as needed.

Draft and edit memos, letters, emails, presentations and other written/digital materials as requested.

Submit monthly reports to Clerk to Council (e.g., Litter Pick-Up Report).

Assist department supervisors with administrative tasks and reporting as needed.

Prepare weekly reports for the Director and others as requested.

Coordinate meeting and event spaces, including setup, refreshments, and hospitality details.

Assist with and manage departmental initiatives and special projects or campaigns as assigned by the Public Works Director.

Support internal departmental culture by tracking and celebrating staff birthdays, work anniversaries, and team milestones and accomplishments.

Manage office amenities such as music, snacks, and coffee to help maintain a positive and engaging workplace environment.

Maintain the cleanliness and appeal of communal areas, including watering plants.

Assist in the administration of departmental grants, including maintaining records, tracking deadlines, and supporting compliance and reporting requirements.

Perform other related duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE:

High School Diploma or GED required.

Minimum of three to five years of clerical or general office experience; or an equivalent combination of education, training, and experience.

Previous experience working with the public and/or employees is required.

Experience in the public sector and/or in a Public Works department is preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Strong organizational and multitasking skills with attention to detail.

Customer service orientation with professional interpersonal skills.

Ability to read and interpret laws, regulations, and ordinances.

Capable of working in a fast-paced environment with frequent interruptions.

Knowledge of Microsoft Office Suite (especially Word and Excel); ability to research and navigate online tools effectively.

Ability to use office equipment such as computers, printers, copiers, and scanners.

Maintains confidentiality, works well in teams, and responds constructively to feedback and conflict.

Able to take initiative and work independently without close supervision.

Maintains punctuality and ensures work responsibilities are managed during absences.

Demonstrates a positive attitude, professionalism, and respect in all interactions.

Ability to manage both routine tasks and unexpected situations with flexibility and composure.

PHYSICAL DEMANDS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is required to talk or hear. The employee is frequently required to stand, walk and sit. The employee is occasionally required to use hands and fingers, handle or feel and reach with hands and arms. The employee must regularly lift and/or move up to 15 pounds and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

The employee must be able to coordinate hands and eyes using office machinery with the ability to handle a variety of items, keyboard, office equipment, control knobs, buttons, switches and catches.

WORKING ENVIRONMENT:

The work environment characteristics described here are representatives of those an employee encounters while performing the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.