PUBLIC WORKS ADMIN COORDINATOR

Public Works Department Administrative Support

Provide purchasing, contracting, financial, safety, record keeping, reporting, and administrative support for the public works department. Plan and perform complex administrative office projects, coordination and management tasks for the department. General direction and oversight are provided by the Public Works Director.

Employees of the City of Walla Walla are expected to model and foster the City's core values: Service - Integrity - Collaboration - Equity - Leadership – Community.

Track, route, and process payments, leases, fees, invoices, requisitions, credit card transactions, and purchase orders; monitor contract balances and funding needs; provide procurement, contracting, budgeting, reporting, and bidding support and assistance.

Support budget preparation and assist in monitoring budgets for the department.

Support, prepare, and submit grant applications, billings, reports, and reimbursement requests.

Communicate with staff at all levels; act as first point of service with customers and outside organizations; provide procedural information and answer questions.

Answer phones, distribute mail, and provide administrative support to the Department.

Track expiration dates of licenses, contracts, insurance, etc.

Order and monitor inventory for office supplies and copier paper; ensure facilities and equipment are operable and resolve problems when needed.

Coordinate with other administrative professionals in the Department to ensure adequate coverage; temporarily fill in and/or assist others, including communications as needed.

Make travel and training arrangements.

Manage and maintain document archives.

Prepare and review reports and correspondence.

Process and track Public Records Requests.

Coordinate the review and reporting of fixed assets and financial reporting data with the Finance Department.

Conduct a variety of studies involving programs, systems, operations, special needs, issues or activities; research, analyze and prepare recommendations or conclusions on assigned projects; research, analyze and prepare information on a variety of topics for departmental purposes or dissemination to the public.

Provide staff support and administrative assistance to boards and committees as required; schedule, attend and record meetings, and type meeting minutes; prepare reports, agendas, correspondence and other materials.

Order PPE and uniforms.

Coordinate the annual hearing testing contracts for the Hearing Loss Prevention Program.

Facilitate Accident Review Board investigations on safety incidents.

Coordinate Service Center Safety and Health Committee meetings and administer safety programs for the Department.

Collaborate with and assist with Communications.

Demonstrate punctual, regular and reliable attendance, which is essential for successful job performance.

Present a positive, professional image; maintain cooperative and effective working relationships; assure excellent customer service with internal and external customers.

Execute assignments, projects and job responsibilities efficiently, accurately, and within defined timeframes; work independently and effectively with little direction.

Demonstrate good judgment and employ critical thinking to execute duties, identify issues, seek solutions and recommend improvements in support of departmental goals.

Provide assistance to staff and higher-level management; participate in resolving operational or interpersonal concerns; participate in training, meetings, and on committees as assigned.

Respect the value of diversity in the workplace and the community.

Perform other duties as assigned.

Strong organizational skills and attention to detail.

Proficient with modern office practices, management techniques and procedures; able to operate standard office equipment such as computers, copiers, scanners; produce advanced word processing documents, presentations and spreadsheets; utilize financial software; and work order systems.

Ability to read, interpret, apply and explain codes, rules and regulations, policies and procedures.

Proficient with basic mathematical skills to accurately add, subtract, multiply, divide and determine percentages; apply financial and statistical record-keeping techniques.

Work independently to complete data entry within time and date parameters; set priorities; meet deadlines; exercise independent judgment; determine appropriate action within clearly defined guidelines.

Demonstrated customer service skills of tact, patience and courtesy; employ telephone and radio etiquette; understand and value the diversity of individuals; communicate with courtesy and respect.

Work cooperatively with customers and employees as a member of a service-oriented team; able to present a positive professional image to the general public and other City Departments.

Work with discretion to ensure proper confidentiality practices and procedures are followed.

Able to maintain records, files and filing systems in accordance with established procedures including alpha and numeric filing systems.

Demonstrated effective communication skills both orally and in writing including correct English usage, grammar, spelling, punctuation and vocabulary; present ideas and concepts with concise clarity.

Assure compliance with federal, state and local laws; department rules, regulations and policies.

Promote health and safety principles; safe workplace awareness.

Ability to use GIS mapping software; understand processing requirements and procedures for public documents and meetings.

Keyboard at 50 words net per minute from clear copy.

Operate business and office machines such as a multi-line telephone system, personal computer, copier, scanner, 2-way radio, and calculator.

Repetitive hand motions to input information; hearing and speaking to exchange information; sitting or standing for extended periods of time; walking over rough or uneven surface; intermittently move, stand, kneel down, stoop, bend at the waist and walk; lift up to 25 lbs.; drive a passenger car or pickup truck.

Work is performed in an office environment with routine public contact and occasional contact with dissatisfied individuals. Frequent interruptions and lack of private workspace may be present. Work environment periodically has associated pressures from stringent workload deadlines and schedules. Occasionally required to visit construction and/or operations sites around the City.

Required Minimum Qualifications: Two years of college-level course work in business administration, office management, or related field and four years of increasingly responsible administrative office support/office manager experience, including at least one year in a municipal government environment. Valid State driver's license.

Desired Qualifications: BA or BS. Certified Administrative Professional (CAP) credentials. Bilingual in Spanish.