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Administrative Assistant to Public Works - City of Heath, TX (ID: 471207)

Title Administrative Assistant to Public Works
Type Administrative Assistant
Date Posted 2024-03-11
City / Organization City of Heath, TX
Website Click Here for the Position Listing
Email Contact ksmith@heathtx.com
Description

Description

To provide support to the Director of Public Works, Public Works Department and Parks Board. Duties include responding to requests for information from internal and external sources, preparing reports, presentations and board minutes, maintaining files and databases.

ORGANIZATIONAL RELATIONSHIPS

Reports to:   Director of Public Works

Directs:        This is a non-supervisory position.

Other:           Has frequent contact with other public works department employees, maintenance providers, contractors, outside agencies, and the general public.
 Essential Job Functions & Other Important Duties:

Provides a wide range of administrative services to the Director of Public Works, Manager of Utilities, Manager of Parks/Building Maintenance and Streets, other Public Works employees and other city departments and divisions as assigned, including preparing complex reports creating and maintaining complex spreadsheets and databases, acting as liaison with front reception personnel, organizing and maintaining digital and paper files, and processing timesheets.

 Maintains current records of statistics related to population, water quality and use, building and other permits, housing trends, and compiles those statistics in varied reports for several oversight and compliance groups to be submitted on weekly, monthly, quarterly, and annual cycles.

 Coordinates department relationships with contractors and vendors, including preparing files for each, assigning registration numbers, updating listings, and providing lists to front office.

Serves as staff liaison and administrative assistant to the Park Board. This requires attending monthly Park Board meetings (usually in the evening), preparing Park Board meeting agendas in the Granicus software environment, preparing and distributing Park Board meeting packets, taking minutes of the meetings and formally preparing Park Board meeting minutes in the Granicus software environment, coordinating follow-up items.

 Scan/post/record daily inspections, and prepares and mails notices of violations, required renewals, and other information updates.

 Issues and tracks permits and certificates of occupancy, including assigning permit numbers, tracking expirations, and archiving when projects are complete.

 Designs databases to track data.

 Receive, record, balance, release, or retain money collected for permits, deposits, or certificates.

 Orders supplies for the department; and

  May provide assistance to co-workers on computer hardware and software issues;

 Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness.

 May fill in for Customer Service Representatives.

 May serve on review boards to participate in candidate interviews and provide recommendations; and

 Performs such other related duties as may be assigned.


Requirements

Required Knowledge, Skill and Abilities:  

  • English Language: excellent oral and writing skills and excellent skill in proofing documents for clarity, sentence structure, spelling, grammar and the structure and content of written communications.
  • Oral Expression:  oral communicating information and ideas so others will understand.
  • Intermediate Math: add, subtract, multiply, or divide quickly. Ability to calculate percentages, ratios, weighted averages.
  • Statistical Principles: principles and processes dealing with the collection, analysis, interpretation, and presentation of quantitative data.
  • Accounting: principles and practices including general ledger, accounts payable, accounts receivable, processing purchase orders, payment of invoices.
  • Customer Service:  principles and processes for providing customer and personal services including a desire to help customers regardless of their circumstance. Using courtesy and respect in all interactions with City staff, vendors, contractors, business and governmental officials and the general public.
  • Cooperation: establishing and maintaining positive working relationships with those contacted in the course of work.
  • Office Systems: administrative and clerical procedures and systems such as word-processing systems, filing and records management systems, forms design.
  • Typing:  accurately enter information using computer keyboard with an accurate speed of 45 words per minute.
  • Office Software: Advanced proficiency in Microsoft Word, Excel, PowerPoint and Outlook is required. Must be able to quickly learn and obtain advanced proficiency in a variety of City software applications including MyGov permitting and work order software, Incode accounting software, Laserfiche document management software, Microsoft Office 365 Suite, and other software that is used in the course of City business. Excellent computer software skills a must and the ability to easily understand and become efferent in their use.
  • Record Keeping: principles and practices for collection and recording of information for use in report presentations.
  • Record Management: processes and/or methods for inventorying, verifying, logging, preparing, filming/scanning, filing of digital and paper records. Must be able obtain efficiency in the use of Laserfiche software for document management and storage of digital and scanned records. Knowledge and proficiency in application of State of Texas and City document retention schedules and records destruction protocols.
  • Open Records Act: laws and guidelines related to fulfillment of requests for information.
  • Problem Analysis:  identifying and defining problems, collecting data, establishing facts, and drawing valid conclusions.
  • Typing:  accurately enter information using computer keyboard with an accurate speed of 45 words per minute.
  • Organizational systems: tracking multiple variables by sorting, grouping, and calendaring.
  • Prioritization:  selecting, from multiple options, activities to achieve a goal.

Education and Experience: 

Some college coursework, including accounting courses, plus at least two years of administrative experience (business/vocational school training may be substituted equally for up to one year of work experience); or  any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

 Certifications and Licenses Required:

Notary Public or ability to become a Notary Public within 12-months of hire.

Job Post Expiration Date   May 11, 2024

    All jobs posted are considered open until filled and may close at anytime except as stated in the Job Description. .