Public Works Administrative Assistant

Position Purpose Under general supervision, the Administrative Assistant performs a variety of administrative and clerical duties in support of the Department of Public Works. This role contributes to the effective operation of the department by maintaining accurate records, providing customer service, supporting budgetary processes, and assisting with departmental communications. Essential Functions and Basic Duties Clerical and Administrative Support Prepares letters, minutes, reports, legal notices, agendas, work orders, bids, memoranda, and other communications. Maintains filing systems, cross-reference files, and general office records. Schedules appointments and manages calendars. Sorts and routes incoming mail and correspondence. Orders and maintains inventory of office supplies. Operates standard office equipment and radio communications systems. Recordkeeping and Financial Support Performs basic bookkeeping duties, including tracking invoices and assisting with accounts payable. Maintains and organizes purchase orders, vouchers, and departmental budget documents. Keeps departmental timecards and attendance records up to date. Customer Service and Communication Serves as receptionist and responds to phone and in-person inquiries. Handles complaints or concerns from the public and ensures proper resolution or referral. Communicates effectively with staff, vendors, and members of the public. Other Duties Performs related work as required and as assigned by the Director of Public Works. Qualifications Training and Experience Graduation from an accredited high school or possession of an equivalent GED certificate. Prior administrative or clerical experience in a municipal or public sector setting preferred. Special Requirements Possession of a valid driver's license preferred. Ability to successfully complete background and/or drug screenings. Special Knowledge, Skills, and Abilities Proficient typing and word processing skills. Strong working knowledge of Microsoft Office (Word, Excel, Outlook) and general Windows environment. Experience with multi-line phone systems. Ability to use a 10-key calculator and perform basic bookkeeping functions. Effective organizational and time-management skills. Strong verbal and written communication abilities. Professional demeanor with the ability to handle sensitive information with discretion. Ability to work independently and collaboratively with diverse teams. Commitment to providing responsive and courteous service to the public. An Equal Opportunity Employer We do not discriminate on-the-basis of race, color, religion, national origin, sex, pregnancy, childbirth, pregnancy/childbirth related medical conditions age, or disability or any other protected class. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors. If you need an accommodation to complete the application process, contact City of Glasgow at 270-651-5131.