Administrative Assistant -- Public Works

Job Description

Job Description

Administrative Assistant- Department of Public Works

**Bi-lingual Candidates are Encouraged to Apply**

Salary Range: $42,634 to $46,044 annually (commensurate wtih experience)

The Historic City of Mount Rainier, MD is a residential community sitting on the border of Washington DC and Prince George’s County, MD. Serving approximately 8,500 residents, The community is a small urban oasis of historic homes and unique shops. 

Job Summary:

The Administrative Assistant for the Department of Public Works provides administrative and operational support to the Public Works Director and departmental staff. This position serves as the first point of contact for residents, contractors, vendors, and partner agencies, while ensuring efficient office operations, accurate recordkeeping, and timely communication. The Administrative Assistant coordinates schedules, processes departmental documentation, assists with purchasing and reporting, and supports daily Public Works operations and projects.

This is a full-time position, non-exempt, hourly position. The work hours are Monday through Friday 9:00AM – 5:00PM. Must be flexible with the ablity to work additional hours as required.

Responsibilities and Duties:

• Provide administrative support to the Director of Public Works and departmental staff.
• Answer phones, respond to emails, and assist residents, contractors, and visitors with inquiries related to Public Works services and operations.
• Prepare, organize, and maintain departmental files, records, reports, permits, invoices, and correspondence.
• Coordinate meetings, schedules, calendars, and departmental appointments.
• Assist with processing purchase orders, invoices, work orders, and other financial or administrative documentation.
• Maintain accurate records of departmental activities, fleet information, service requests, and inventory.
• Assist with preparing agendas, meeting materials, and minutes for departmental meetings and commissions as assigned.
• Support the coordination of public works projects, including tracking timelines, contractor documents, and project communications.
• Assist with updating departmental communications, notices, and community outreach materials.
• Manage development and implementation of municipal public works programs and projects including capital improvement and sustainability projects.
• Oversee Public Works projects and programs, including determining scheduling and funding needs, coordinate the preparation of engineering plans and specifications, coordinate required advertising for bids, review construction bids, and ensure all required administrative activities are performed in a timely manner.
• Oversee assigned projects to ensure compliance with time and budget parameters; assist the Public Works Department in applying, implementing, monitoring, and reporting on grants awarded to the city.
• Serve as the Roadside Tree Care Expert to oversee the City’s Street tree planting and maintenance operations, maintain the City’s Tree Inventory; and issue decisions regarding tree permit applications that impact street trees.
• Represent the City Manager to oversee all permitting of private trees; serve as the staff liaison to the Tree Commission.
• Oversee sustainability efforts and reporting; serve as the staff liaison to the Green Team and Environmental Protection Board.
• Represent the Public Works Department at meetings and serve on boards designated by the Director of Public Works.
• Coordinate the operations of the Public Works Department; assist with reporting, financial records, work schedules, and timesheets; develop an accurate filing system for record-keeping.
• Serve as a member of the Communications Committee; act as the Public Information Officer (PIO) during Emergency Operations to ensure clear and accurate communication with the Mount Rainier Community.
• Assist with emergency communications and administrative support during weather events or emergency operations.
• Order and maintain office supplies and equipment inventory.
• Provide a timely response to all requests and inquiries to the Public Works Department.
• Other duties and responsibilities may be assigned, as needed.

To perform this job successfully, an individual must be able to perform each duty satisfactorily.

Required Education and Experience:

• High School Diploma or GED equivalent; AND one year of general office experience; or an equivalent combination of education, training and experience. Must be able to type 38 wpm proficiently. Bilingual in Spanish is a plus.

Required Skills:

• Excellent analytical, organizational, and communication skills
• Ability to plan, prioritize and organize workload to handle multiple projects simultaneously and meet deadlines with minimal supervision.
• Ability to prepare and consistently maintain accurate records.
• Proficiency with Microsoft Office including Word, Excel, PowerPoint, Outlook, Access
• Ability to follow and use effective written and oral communication with internal staff, residents and other stakeholders.

Desired Attributes:

• Punctual and attends work site daily (according to schedule).
• Demonstrate values of diversity and inclusion.
• Demonstrate flexibility regarding schedules, sharing of tasks, changes in the routines or plans.
• Positive attitude with the ability to work cooperatively.
• Ability to multi-task effectively.

Work Authorization/Security Clearance:

This position requires the successful completion of a background check, references, fingerprint, and drug screen

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing 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 frequently required to communicate in person and by phone, read regular and small print, sit, use limited mobility in an office setting, use manual dexterity to type and enter data, use sight to read and prepare documents and reports. The employee is frequently required to reach with hands and arms to grasp, hold, use keyboard, and carry equipment. The employee is occasionally required to stoop, bend, kneel and/or crouch to inspect conditions. The employee will occasionally lift items of light to moderate weight.

The typical work environment for this job is an office setting where the noise level is quiet to moderate. This job description does not list all the duties of the job.

EEO Statement:

The City of Mount Rainier provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the City of Mount Rainier complies with applicable state and local laws governing nondiscrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation, and training.

Management reserves the right to revise this job description at any time. This job description is not a contract for employment, and either you or the employer may terminate employment at any time for any reason.