Job Description

Job Status:

Open - open and accepting applications

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Executive Administrative Assistant - Full-time

Department: Public Works

Hourly: $15.36 - $17.15

Annually: $31,943 - $35,662

Job Summary:

The City of Stephenville is seeking a full-time position working under the direction of the Public Works Director. This is a position with some responsibility for the planning, organization, and direction of the City's Public Works Department, which includes: Water, Sewer, Streets, Drainage, Landfill, Domestic Refuse Collection contract coordination, and familiarity with state reporting. The employee must use some judgment in interpreting or adapting the guidelines to specific work situations and in determining the applicable guidelines.

This position is responsible for varied work involving the performance of delegated administrative details. Work involves responsibility for providing administrative support to the Public Works Director. Work requires the exercise of considerable initiative, independent judgment, and discretion in answering calls, visitors; answering and responding to requests for information; and general public relations activities. Work is performed under minimum supervision within established policies, procedures, and regulations, and is reviewed for the achievement of desired results.

Duties/Responsibilities:

Duties may include, but are not limited to, the following:

* Provide highly responsible administrative and technical support to the Public Works Director and other supervisory staff within the department

* Maintain calendar of activities and events for the department; schedule appointments, arrange meetings, facilities, and services; schedule training, travel arrangements, prepare itineraries and reminders to staff

* Serve as the initial contact for grant searches, applications, administration, and maintain certifications

* Stay current on the availability of eligible grants, along with the steps needed to stay compliant with the rules set forth by both federal and state regulatory departments

* Coordinate and maintain state reporting for Public Works Department

* Assist in coordinating, planning, and organizing city-related functions as assigned

* Prepare a variety of memorandums, letters, correspondence, reports, notices, and documents as assigned; complete various forms and applications; prepare and distribute reports for review

* Assist in processing financial documents for Public Works Department including billing, travel expenses, and purchase requests

* Provide customer service, including answering and screening telephone calls and visitors for Public Works Department; relays messages to staff out in the field as necessary

* Assist in issuing permits/vouchers for Public Works

* Answer questions and provide information to the public; receive and resolve citizen complaints or refer to appropriate city department for resolution; copy reports for public information requests as requested

* Perform bookkeeping activities as required on project tracking

* Prepare and maintain a variety of files and filing systems; prepare, maintain and update various records, including computerized data; research and verify information as requested

* Collect and prepare all billing for respective departments

* Review receiving reports, requisitions, purchase orders, invoices, and purchasing card transactions for accuracy of the information, scan and save in respective filing system

* Receive, sort, and distribute incoming and outgoing mail and correspondence

* Coordinate bids, specifications, bonds, and other contract documents for various department projects

* Utilize specialized software to download and compile traffic count and speed data

* Interact with public and private utilities to identify and communicate street light outages

* Assist in training of department personnel as needed

* Serve on committees and attend meetings as required

* Perform related duties as assigned

* Establish & maintain cooperative working relationships with all contacted in the course of work

* Search files, records, and available databases quickly and accurately

* Prepare clear and accurate correspondence (including emails), documents, and reports

* Prioritize and organize various assignments to produce efficient results

Skills, Knowledge, and Abilities:

* Skills in organizing, planning, and preparing materials and evaluating goals and objectives

* Ability to communicate, understand, follow written and oral instructions and effectively in the English language with proper spelling, grammar, and punctuation

* Provide exceptional customer service in response to guest inquiries and/or complaints and telephone etiquette

* Provide tactful and appropriate responses to inquiries from the public, and other departments or agencies, including, but not limited to city departments, state and federal agencies as well as private companies such as municipal solid waste collections, recycling collections, etc.

* Skilled in modern office procedures, methods, and equipment including computers, printers, calculators, and other office equipment

* Computer proficiency in the use of Microsoft Office, including Word, Excel, Outlook applications, Adobe, Incode, iWorQ, Laserfiche, ArcReader, and MetroCount

Education, Experience and Minimum Qualifications:

* Must have a valid Texas driver's license, and currently have and maintain a satisfactory driving record

* Must have a High School Diploma or equivalent

* Must have minimum of two (2) years of increasingly responsible administrative experience or general clerical work or related field

* Must pass a background investigation and drug test

Physical Requirements:

This position requires the ability to stand or sit for extended periods of time in the day-to-day functions of the position. The position may also require repetitive hand movement from time to time and fine coordination in typing documents using a computer. Must be able to lift, drag, hold, pull, push and carry objects weighing up to 30 lbs. (such as file storage boxes), assisting other employees in the office, and moving or removing stored records. Position also requires the ability to communicate effectively, courteously, and clearly in English, verbally and in writing with staff, and possibly the public on occasion.

Work Environment:

The majority of work is performed in an office setting and may be subject to ordinary risks typically found in an office environment.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

"As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender expression, disability, national origin, veteran or marital status."

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