Administrative Coordinator - Public Works

Under supervision of the Director of Public Works, the Administrative Coordinator - Public Works provides comprehensive administrative, technical, and operational support to the Public Works Department. This position plays a key role in coordinating office operations, supporting departmental functions, maintaining records, and assisting with financial and administrative processes to ensure efficient and effective service delivery. Serving as a central point of contact for internal and external stakeholders, the position works closely with City leadership, field personnel, consultants, vendors, and residents to ensure accurate communication and timely follow-up on departmental initiatives and service requests. The Administrative Coordinator serves as a primary point of contact for internal and external customers, supports departmental leadership through accurate and timely administrative work, and contributes to a professional, organized, and customer-focused departmental environment. The ideal candidate will embody the City's core values of Service, Humility, Innovation, Neighborly, and Excellence (SHINE).

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative and Office Support:

Provides administrative support by preparing, reviewing, and proofreading correspondence, reports, forms, schedules, presentations, and other materials for accuracy, completeness, and proper format. Schedules appointments, books meeting rooms, distributes mail, prepares work orders, and performs other clerical duties as needed to support departmental operations.

Customer Service and Public Interaction:

Provides customer service by answering a multi-line telephone system, greeting walk-up customers, and responding to inquiries from internal staff, residents, and external partners regarding Public Works functions and activities.

Financial and Purchasing Support:

Provides departmental support with accounts payable and purchasing functions by creating and processing invoices, check requests, requisitions, and purchase orders; assigning appropriate account codes; submitting payment documentation; maintaining account balances; and reconciling purchasing cards in accordance with City policies and procedures.

Budget and Fiscal Responsibility:

Supports the Director of Public Works by assisting with the preparation of the annual department budget, monitoring expenditures, maintaining budget records, and preparing budget-related reports.

Records Management and Data Maintenance:

Maintains records and databases by creating, updating, and organizing files and records; entering and maintaining data; compiling information for reports; and researching or retrieving information from files and databases. Serves as the department's Records Liaison for the City's Records Management Program.

Human Resources and Employee Support:

Serves as a departmental point of contact for field employees by triaging concerns and coordinating with Human Resources to ensure appropriate resolution.

Reporting and Special Projects:

Assembles, researches, and summarizes information from various sources and prepares special or recurring reports for the Director of Public Works and departmental management. Develops and maintains automated tracking systems and organized recordkeeping systems for departmental correspondence, documents, and materials. Provides oversight and coordination of special projects as assigned by the Director.

Other Duties:

Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Administrative Practices and Procedures:

Knowledge of modern office practices, procedures, and recordkeeping methods. Knowledge of business English usage, spelling, grammar, punctuation, and basic arithmetic.

Technology and Software Applications:

Ability to use computer software and systems including Microsoft Word, Excel, PowerPoint, MS Project, Adobe applications, and other applicable database, scheduling, and report-writing tools. Ability and willingness to learn and adapt to additional software used in daily departmental operations.

Communication and Professional Writing:

Ability to communicate clearly and effectively, both orally and in writing, through accurate, concise, and professional correspondence, reports, and presentations. Skill in preparing PowerPoint presentations and written materials for use by departmental leadership.

Customer Service and Interpersonal Skills:

Skill in providing professional customer service to internal and external customers, including the general public. Ability to work collaboratively with staff across departments to accomplish work tasks.

Analytical and Organizational Skills:

Knowledge of basic research, analysis, interpretation, and report development related to administrative, legal, financial, and survey information. Ability to set priorities, manage multiple tasks, and meet deadlines, including those related to special projects.

Judgment, Confidentiality, and Independence:

Skill in preparing, editing, and developing responses to sensitive or confidential correspondence. Ability to work independently with minimal supervision, exercise sound judgment, and make work-related decisions within established policies and procedures.

High School Diploma or GED and three to five years of progressively responsible technical/administrative support experience - preferably in construction or engineering and/or in a municipal environment.