Public Works Administrative Specialist

About the Department

The Public Works Administrative Specialist provides administrative support to the Public Works Director and department staff, ensuring the efficient operation of the Public Works Department. This position performs a variety of clerical, organizational, and communication tasks, assists in coordinating departmental activities, and supports the implementation of public works projects and initiatives.

Position Duties

The following duties are illustrative of this position and are not intended to be allinclusive.
Administrative Support
• Assist the Public Works Director in scheduling meetings, preparing correspondence, and managing departmental communications.
• Maintain departmental records, files, and databases, ensuring accurate and organized documentation.
• Prepare and process purchase orders, invoices, and other financial documents in accordance with City policies.
• Compile reports, spreadsheets, and presentations to support departmental planning and operations.
Customer Service and Communication
• Serve as the primary point of contact for inquiries to the Public Works Department, providing information and assistance to residents, contractors, and other stakeholders.
• Coordinate with other City departments, contractors, and external agencies to facilitate communication and ensure efficient project execution.
• Handle and resolve complaints or concerns related to Public Works services in a professional and timely manner.
Project and Program Coordination
• Assist with the administration of Public Works programs, including street maintenance, water/wastewater services, and stormwater management.
• Monitor project timelines, budgets, and deliverables, ensuring deadlines are met and communicating progress to the Public Works Director.
• Coordinate public notifications related to road closures, construction updates, and utility disruptions.
Departmental Operations Support
• Maintain inventory of departmental supplies and equipment, ordering as needed to support operations.
• Track and schedule maintenance and service appointments for departmental vehicles and equipment.
• Assist in preparing grant applications and supporting documentation for Public Works projects.
Clerical Responsibilities
• Prepare meeting agendas, minutes, and other documentation for internal and external meetings.
• Manage departmental calendars, ensuring accurate scheduling of meetings, trainings, and project milestones.
• Perform data entry, maintain contact lists, and assist with administrative tasks as needed.

Minimum Qualifications

Education and Experience
• High school diploma or equivalent required; Associate’s degree in Business Administration, Public Administration, or a related field preferred.
• At least two years of administrative or clerical experience, preferably in a municipal or public works setting.
• Familiarity with public works operations, terminology, and procedures is a plus.
Knowledge, Skills, and Abilities
• Strong organizational skills with attention to detail and the ability to prioritize tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database and record-keeping software.
• Excellent verbal and written communication skills, with the ability to interact professionally with the public, contractors, and City staff.
• Ability to handle multiple tasks in a fast-paced environment while maintaining accuracy and efficiency.
• Problem-solving skills with the ability to address issues and find effective solutions independently or as part of a team.
Certificates, Licenses, Registrations
• Valid driver’s license required.

Other Qualifications

Physical Demands and Work Environment
• The physical demands described here are representative of those that must be met to perform the essential functions of the job. Reasonable accommodations may be made for individuals with disabilities.
o Primarily sedentary work with occasional walking, bending, and lifting of up to 20 pounds.
o Frequent use of a computer and other office equipment.
o Work is typically performed in an office environment, with occasional travel to public works sites or external meetings.