Public Works Strategic Support Administrator

PURPOSE OF THE CLASSIFICATION:   

Performs exceptionally difficult and varied clerical work with primary focus on administrative work requiring the application of knowledge and skill acquired through experience.  Work entails performing a variety of office tasks with minimal direction.  Work involves considerable contact with the public and includes arranging schedules and meetings.  

ESSENTIAL TASKS:

• Assists Public Works Administration in applying for, tracking, and securing a wide variety of grants.
• Assists in development and tracking of Public Works projects, which includes but is not limited to assistance in bidding Public Works projects, and overcoming obstacles.
• Assists in coordination of Citizen’s Action Center requests, including adding detailed notes to work orders and communication with citizens through the application.
• Assists in coordinating the weekly/monthly report for each division.
• Assists in answering telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.
• Completes, answers and files requests from citizens and businesses.
• Composes and edits a variety of correspondence, reports, memoranda and other material requiring judgment as to content, accuracy and completeness.
• Assists in preparing Public Works weekly/monthly report.
• Assist in management of Public Works contracts.
• Attends Street committee meetings and prepares minutes of meetings from notes and/or recordings. 
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Reviews and maintains budget controls for department; makes routing requisitions for department materials and supplies; participates in development of departmental budget.
• Operates office equipment such as copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, and other applications; learns to operate new office technologies as they are developed and implemented.
• Performs other work as necessary and or as assigned.

• Must report to work on a regular and timely basis.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position.  

REPORTING RELATIONSHIPS:

The Public Works Strategic Support Administrator reports directly to the Public Works Office Administrator II.

The Public Works Strategic Support Administrator has no supervisory responsibility. 

QUALIFICATIONS:

Training and Experience:  High School Diploma is required and specialized course work in general office practices such as computer operation (Microsoft Excel, Word, PowerPoint), filing, accounting and bookkeeping and five (5) years of increasingly responsible related experience is preferred; or an equivalent combination of related education and experience. 

Knowledge, Abilities, and Skills: Considerable knowledge of computers and electronic data processing; knowledge of modern office practices and procedures.  Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.  Skilled in typing to effectively complete work assignments, type correspondence, transcribe minutes, disseminate information to staff and others, etc; skilled to effectively provide written and oral communications. Demonstrated knowledge of standard office routines and procedures and of principles and practices of office management and supervision.  Performance tests of skill in the use of a computer keyboard with speed of at least 10,000 keystrokes per hour and 40 WPM.  Must be proficient with computers and other office equipment with considerable knowledge in WordPerfect and Microsoft programs.

Physical Requirements:  The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job in compliance with the American with Disabilities Act (ADA) requirements.  On a case-by-case basis, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, arm and hand steadiness and finger dexterity will be needed enough to use a key board and telephone.  Occasional sitting and standing is required.  Occasional lifting and carrying of objects up to twenty (20) pounds.  Occasional reaching, balancing, stooping, kneeling, crawling, twisting, handling and repetitive movements.  Vision, speech, and hearing sufficient to perform essential tasks.  Punctuality and reasonable attendance is essential.     Must submit to drug screening and fitness to work physical exam.

Licenses and Certificates:  Possession of a valid Oklahoma Class D driver’s license is required.  Requires ability to receive within three (3) months of employment, and maintain, a Notary Public Certification.

WORKING ENVIRONMENT:    Work in this classification is primarily indoors in an office environment.  Will travel to other City locations as required.