Jobs

Public Works Administrative Services Assistant

Posted on: January 12, 2021 Apply Now
Full-Time Job Expires January 18, 2021

Public Works Administrative Services Assistant

Full Time

Employee

Leawood City Hall, Leawood, KS, US

Salary Range:

$20.2100 To $22.2300 Hourly

The City of Leawood, Kansas will be accepting applications for the Public Works Administrative Services Assistant I until January 18, 2021.

Starting Rate of Pay: $20.21 – $22.23 / hourly, DOQ.

Position Title:

Public Works Administrative Services Assistant I

Department/Division:

Public Works / Public Works Administration

Reports To:

Public Works Administrative and Contract Supervisor

Direct Supervision:

n/a

Position Type:

Regular Full Time

FLSA Status:

Non-Exempt

EEO Code:

6 – Administrative Support

Exposure Classification:

Category III

Salary Range:

$42,036.80 – $63,024.00

Last Modified:

12172020

Summary/Objective

The Public Works Administrative Services Assistant I provides administrative support for the Public Works Administrative Department, coordinates, monitors and reconciles bill payment/purchase requisition process. Public Works Administrative Services Assistant I provides a high level of customer service while performing work of moderate difficulty supporting and assisting the day-to-day operations of the Public Works Department, including but not limited to design, engineering, and inspection.

Essential Functions / Responsibilities

  • Performs a variety of clerical duties including but not limited to typing correspondences, meeting minutes, reports, running errands for the department and special assignments.
  • Provides administrative support, information, and direction to employees, job applicants and the public regarding the public works department. Responds appropriately to inquiries regarding public works projects, construction and contracts.
  • Responsible for ensuring maintenance on office equipment and ordering of office supplies for department.
  • Coordinates daily mail activities, both incoming and outgoing, for the department.
  • Coordinates and maintains department files, including but not limited to directories, brochures, and correspondences with the public.
  • Codes and prepares departmental invoices and purchase orders for approval signatures. Monitors and reports departmental expenses as requested. Completes a monthly review of department accounts for any discrepancies.
  • Verifies and processes department purchase requests related to the Engineering, Inspection and Administration divisions. Rectifies problems with billing or ordering. Processes all accounts and payments on computer.
  • Responsible for verifying, reviewing and processing vendor invoices in the financial system and processing the payments through the City’s Financial System. Maintaining the vendor maintenance file.
  • Provide customer service to outside vendors, the public and internal departments in regards to payment and invoice processing.
  • Assists the Right-of-Way Technician in processing the City’s Right of Way Permits and payment requests. Ensuring permit applications and payment requests complies with the Department’s internal procedures and best practices.
  • Assists in scheduling public works service requests, including but not limited to storm sewer locates and inspection calls. Ensuring service requests are scheduled according to department policies and procedures.
  • Assists in the follow-up of damaged infrastructure claims; works with the Municipal Court, Police and Finance department to create invoices for reimbursement requests. Duties may include contacting insurance companies or following up on payment reimbursements.
  • Assists the Public Works Administrative and Contracts Supervisor in coordinating the Department’s external and internal communications including press releases, citywide newsletters, and marketing materials and the department’s section of the City’s website regarding Public Works engineering and construction services and projects.
  • Assists the Public Works Director in providing administrative support to the City Committees including City Council, Planning Commission, Public Works Committee and Stormwater Committee.
  • Responds to inquiries and complaints from the public and employees and completes follow-up as appropriate. Assists with dealing with citizens on non-routine issues unable to be resolved by Front Desk personnel.
  • Serves as back up to the Department’s Front Desk Operations.
  • May serve as administrative support to the Public Works Maintenance Division.
  • May assist the Public Works Administrative and Contract Supervisor in the completion of employee pay changes.
  • Employee may be asked by the supervisor to perform other duties that are not listed but are essential to the job.

Minimum Qualifications / Requirements

  • Ability to process, prioritize and organize large and varying amounts of information with effective results.
  • Ability to read, write, and understand the English language with proper spelling and grammar to communicate effectively both orally and in writing.
  • Ability to prioritize work and meet deadlines with effective results.
  • Ability to avoid safety hazards.
  • Ability to work independently, as part of a team and/or with the public.
  • Ability to protect and maintain confidentiality of information.
  • Ability to make rational decisions efficiently during variable and sometimes stressful conditions, including the ability to calmly interact with the public and other City personnel.
  • Ability to process, prioritize and organize large and varying amounts of information with effective results.
  • Ability to use and understand the City’s financial reporting software.
  • Must be proficient in the use of Microsoft Office Suite including, Word, Excel and Power Point.
  • Standard office procedures, systems and practices including the use of a computer.

Education, Training, and Certification Requirements

  • Must have high school diploma or equivalent.
  • Must have a minimum of two (2) years’ experience in an administrative or clerical position. Experience in processing invoices and records management preferred. An Associate’s degree in Business Management or related field is equivalent to two (2) years of experience.
  • Must be or have the ability to become certified as a Kansas Notary Public.
  • Must successfully demonstrate knowledge in the areas of Customer Service, Business Communication, and/or Workplace Skills by successfully completing four (4) hours of applicable training annually as determined by the Public Works Superintendent or designee.
  • Completion of NIMS requirements within one year of hire date.
  • Must possess a valid driver’s license and acceptable driving record per the City’s drivers Use of Vehicles for City Business policy throughout employment with the City.

Public Works Administrative Services Assistant I – Administration 12172020.docx

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