About the Department

Under general direction, the Staff Assistant performs a variety of administrative support functions related to the activities and operations of the Public Works Department in support of the organization.

Position Duties

1. Greet customers and answer departmental phone calls, providing information to the public as necessary and assisting with citizen complaints/concerns or directing call to the appropriate division/individual.
2. Coordinate and oversee the fiscal aspects of department to include processing biweekly payroll for the department, processing departmental invoices, purchase orders, check requisitions and expense reports, to include performing entry or receiving data input functions.
3. Provide administrative support to the department, to include but not limited to, maintaining public works work management system database(s) including generating and processes work orders, scheduling, and closing work orders within established timelines; preparing financial or work management reports; and assisting department managers with special projects as requested.
4. Serve as the department’s custodian of records overseeing the archival and retention process for departmental records for assigned area, to include but not limited to items such as payroll records, invoices, and accreditation safety documentation relation (depending on assignment).
5. Perform other related duties as assigned, to include but not limited to serving as backup to other Public Works’ Staff Assistant(s) as needed.

1. Perform a variety of administrative functions including but not limited to, generating bills for Solid Waste Commercial customers, working with Utility Customer Service to ensure payment, maintaining and distributing monthly billing reports, preparing billing requisitions, and reconciliation of scale tickets; and setting-up and managing solid waste services, service levels, and fee structure(s).
2. Perform monthly audit of customer billing and payments for Sanitation, ensuring payment receipt and/or updating customer billing information.
3. Responsible for monitoring Public Works Solid Waste radio calls, to include responding to incoming and outgoing calls to provide necessary scheduling details to field crews and/or answer various inquiries regarding scheduling or work order instructions.

1. Provide administrative support to the department, to include but not limited to, preparing correspondence and reports, ordering and maintaining office supplies, and maintaining division files, records retention and other pertinent documents.
2. Serve as the primary point of contact for Public Works emails, prioritize and deliver citizen requests to the appropriate division/individual and ensure that the customer is responded to within established timelines.
3. Serve on department Employee Recognition committee as the budget representative, maintain files and record keeping, and coordinate employee recognition and other Public Works events.

Minimum Qualifications

Required:         
High School Diploma or G.E.D., and up to two (2) years customer service, clerical or administrative support experience related to the area of assignment; or, an equivalent combination of education and experience. Possess excellent communication and customer service skills. Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change. Ability to complete work with a strong attention to detail. Possess intermediate level computer skills in the use of word processing, spreadsheets and data entry, as well as the ability to quickly learn software related to department functions. Ability and willingness to provide 24-hour emergency recall response.

Staff Assistant II (additional requirements):
Required:         
High School Diploma or G.E.D., and three (3) years customer service, clerical or administrative support experience related to the area of assignment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job. 

Preferred:         
Bachelor’s Degree in management, or related field. One (1) year experience in the public works field. Knowledge of accounting, purchasing and records management principles.