ORGANIZATION: City of Troutdale LOCATION: Public Works
DEPARTMENT: Public Works DATE: August 2012
JOB TITLE: Public Works Dept. Administrative Specialist RANGE: 12
PURPOSE OF POSITION:
Provides professional administrative support functions for the Department of Public Works, which is responsible for management and operation of engineering, environmental, streets, water, wastewater, stormwater, solid waste and parks. Performs a variety of administrative duties which require knowledge of Public Works functions, and understanding of the organization, programs, practices and procedures related to the daily operation of the department. Assists the public by phone, electronic communication and in person. Works with limited supervision and primarily individual initiative. Reports directly to the Department Director.
ESSENTIAL JOB FUNCTIONS:
a) Provides the primary customer service for Public Works. Personally responds to requests for information concerning Public Works programs, practices and procedures. Prepares and updates work orders from calls and citizen complaints and refers to appropriate personnel for follow-up. Uses radio to relay information requiring immediate action to personnel in the field. Receives and directs department visitors; processes incoming and outgoing paper flow, electronic correspondence and phone calls, to route each to the appropriate staff for timely response. Provides limited cashier services. (25%)
b) Performs a variety of desktop publishing tasks which include but are not limited to: Authoring, templates, presentation materials, charts and graphics, formatting, producing, assembling and/or binding of correspondence, reports, memoranda, ordinances, resolutions, agreements/contracts, requests for qualifications/proposals, forms, tables, flyers, brochures and miscellaneous forms, among others. Assists in routine data inquiry requests using basic GIS software. Enters data into computer system from a variety of documents. (25%)
c) Establishes and maintains Public Works Department electronic and physical records. Maintains backups of electronic records, and purges files in accordance with the City’s General Records Retention Schedule. Maintains files for Public Works Projects and Programs, Standard Operating Procedures, Department Directives, Council Resolutions, Ordinances, Legal Opinions, Public Works Permits, Consultant and Contractor Databases, Public Contract Log, Code and Standards books, As-Builts, Address/Utility Atlases, Capital Improvement Plan, and legislative updates. (15%)
d) Manages and performs documentation and correspondence related to assigned Public Works programs. Issues program-related notices, performs follow-up, takes payments when applicable, maintains records, and makes routine submittals to regulatory agencies and documents compliance or noncompliance. Develops and maintain databases for tracking departmental/program information and creates reports as needed. Representative programs include Hydrant Meter Program, Cross-Connection Prevention Program and Park/Field Rental Program, and Water Pollution Control Discharge Monitoring. (15%)
e) Performs routine office and workflow management/support functions, including maintaining adequate inventory levels of office supplies and postage, coordinating and maintaining vendor/service-provider accounts and contact information, preparing billing and payment requests, copying/scanning/faxing, researching City records and internet, couriering documents and packages, and otherwise assisting in the efficient organization and operation of the Public Works department. (20%)
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f) Develops and maintains positive working relationships with supervisors, co-workers, vendors and customers.
g) Follows all safety rules and procedures established for work areas.
AUXILIARY JOB FUNCTIONS:
Attend meetings, participate on committees/panels and produces meeting minutes.
Maintain work areas in a clean and orderly manner
THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT INCLUDE ALL DUTIES THAY MAY BE PERFORMED BY AN EMPLOYEE IN THIS CLASSIFICATION.
QUALIFICATIONS:
Knowledge of:
Desktop publishing tools, equipment and techniques. Must be highly proficient in Microsoft Office Suite software, including Word, Excel, PowerPoint, Access, Publisher, and Outlook.
Professional verbal and written communication skills.
Modern office practices and management.
Digital and physical file management and record keeping procedures.
Customer service techniques and practices.
Basic accounting practices/cashiering.
Ability to:
Flexibly adapt to and adopt changing technology and practices.
Learn other software utilized within the department.
Improve the efficiency of procedures and workflows as technology advances.
Work effectively with the public, vendors, service providers and City staff.
Organize office environment and workflows efficiently.
Manage time efficiently.
Communicate clearly, concisely and professionally, both orally and in writing.
Self-direct and organize routine tasks for timely completion
Desirable Qualifications:
Knowledge of Public Works programs, policies, related procedures and terminology; Experience in a Public Works office
Knowledge of record retention and maintenance requirements for Oregon public agencies
Multilingual; Especially speak and/or read/write Spanish and/or Russian
Possession of a valid Oregon Notary Public Commission certificate
EDUCATION AND EXPERIENCE:
High school diploma or equivalent plus specialized training or previous office experience supporting public works, engineering or construction, two years administrative support experience, or any satisfactory combination of experience and education that provides the knowledge, skills and abilities required to perform the duties and responsibilities of position.
SPECIAL REQUIREMENTS/LICENSES:
Possession of a valid Oregon or Washington Driver's License, and an acceptable driving record.
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PHYSICAL DEMANDS OF POSITION:
Physical demands of position occasionally involve moving materials weighing up to 25 pounds. Character and flow of duties involve normal mental and visual attention and manual dexterity.
WORKING CONDITIONS:
Team orientated office environment with frequent deadlines and interruptions.
SUPERVISORY RESPONSIBILITIES:
Supervision is not a typical function assigned to this position. May provide limited training and orientation to newly assigned department personnel.
SUPERVISION RECEIVED:
Works under the general supervision of the Public Works Director.
