Government Jobs
Executive Assistant
This highly responsible position directly assists the Public Works Director in a wide variety of administrative duties in connection with various grant, loan, permitting, construction projects of the Public Works Department, which includes the Street, Parks and Recreation, and the Water and Sewer Department. The Executive Assistant reports directly to the Public Works Director. A. City Construction Projects: Assists the Public Works Director in all phases of city construction projects including development of grant applications, bid specifications, contract documents, and oversight of construction project files including accounting, mapping, insurance and liens; works with GIS Analyst to maintain the city's database of utility lines, easements and infrastructure in Diamond Maps. Grant Coordinator: Prepares applications along with Public Works Director for grant programs. Maintains files for record and coordinates progress through grant reporting. B. Development Projects: Attends planning and informational meetings with the developer and the Public Works Director; works with Development Services Department to respond to questions from developers and engineers regarding City specifications and requirements for new developments or expansion of existing developments, whether inside or outside city limits; monitors project development to insure necessary permits, easements, agreements and covenants have been obtained; approves plans and issues permits for right of way use, miscellaneous projects including sidewalks and driveways. Calculates project flows and Development Charges for water and sewer. C. Administrative Responsibilities: Budget: Assists with the development and tracking of the Public Works budget; assists with long range planning for capital projects and reporting; prepares monthly or periodic reports as needed; assists with oversight of budget to insure compliance with city policies; processes incoming accounts payables; creates purchase orders. Records Management: Insures that Public Works Department documents are stored and/or disposed of in accordance with state records laws; maintains working files on the City of Belleview intranet with legal and/or official documents including signed / sealed engineering plans, easements, developer's agreements, deeds, permits and any other official records scanned into Laserfiche; forwards all hard copies to storage facility as needed. ability to generate past utility flows on existing customers account through Utility Billing system. Field Employees: Coordinates field projects as necessary and issues work orders; reviews incoming work orders from field personnel for accuracy and completeness; assists field crews with administrative details on daily basis; creates and updates procedure manuals for the Public Works Department; maintains and updates emergency contact lists and on call schedules. Emergency Management: Maintains emergency management manual. Manages field data collection for reimbursement, prepares documentation and coordinates. Represents City of Belleview at Emergency Management Meetings, Represents City Public Works during declared emergencies at EOC requiring monitoring during emergencies. Designated "Power User": Provides first level troubleshooting support to the employees in the Public Works Complex on various software programs, the city website, intranet and city issued cell phones; creates helpdesk tickets; responsible for Public Works website; trained in the security camera system and GPS tracking system. Other Duties: Creates weekly agenda for Public Works supervisors meeting; files monthly gas reports and inventory counts; organizes quarterly staff meetings; creates and updates essential forms; manages Fuel Master program to issue fuel keys and add users. Nonessential Job Functions: 1. Represents the Public Works Director at other meetings as requested. 2. Perform other related tasks or responsibilities as may be assigned by the Director of Public Works Service: 1. Performs direct customer service to City employees and the general public in person, by telephone, and through written communications. 2. Communicates clearly and courteously to assist others both in person, on the telephone or in written format. 3. Direct contact with public in handling questions and complaints regarding public works. 4. Direct contact with other employees in issuing directives. 5. Reports to work appropriately dressed at the assigned time and proceeds with job function unless otherwise directed. Physical Activities for Each Essential Job Function: Temporary modifications to provide reasonable accommodations do not waive any essential functions of the job requirements. This employee must be capable of accomplishing the following tasks: sitting for lengthy periods at a computer terminal; moving, bending, stretching and reaching to access records and files; writing legibly to complete various forms; using manual dexterity and eye coordination for use in computer data entry and calculator manipulations; visually auditing various reports and computer print outs for accuracy; thinking and working independently; communicating clearly and courteously with customers and salespersons in person, over the telephone and in written form; dispatching information clearly to field employees, when necessary; may work varied hours to accommodate deadlines, emergencies or meetings; travel to and from various meetings and construction sites is required. Work Environment: This position, in conjunction with current city operations, normally works a four ten-hour day work week from Monday through Thursday. This position is considered an "essential employee" and may be required to report for work for any declared emergency or major disaster. 1. This employee has an office in the Dennis Monroe Public Works Complex. 2. The job functions may require periodic field work to assist the Public Works Director. 3. Equipment: modern office equipment and supplies, including access to the City's computer system and software and any shared equipment as necessary. Minimum Skills and Abilities: 1. Must be proficient in various standard software programs including Microsoft Word, Excel and Outlook and the ability to become proficient in the various software programs used by the City. 2. Ability to operate a variety of modern office machines and equipment. 3. Ability to follow oral instructions and to read and follow written instructions. 4. Ability to work effectively and courteously with the public and other employees. 5. Ability to understand and carry out a variety of clerical procedures as well as compose effective and accurate correspondence, reports and similar documents. 6. Knowledge of the functions, operations, and activities of city, state, and federal governments. 7. Knowledge of construction contracts, including timelines and draw requests.
This highly responsible position directly assists the Public Works Director in a wide variety of administrative duties in connection with various grant, loan, permitting, construction projects of the Public Works Department, which includes the Street, Parks and Recreation, and the Water and Sewer Department. The Executive Assistant reports directly to the Public Works Director. A. City Construction Projects: Assists the Public Works Director in all phases of city construction projects including development of grant applications, bid specifications, contract documents, and oversight of construction project files including accounting, mapping, insurance and liens; works with GIS Analyst to maintain the city's database of utility lines, easements and infrastructure in Diamond Maps. Grant Coordinator: Prepares applications along with Public Works Director for grant programs. Maintains files for record and coordinates progress through grant reporting. B. Development Projects: Attends planning and informational meetings with the developer and the Public Works Director; works with Development Services Department to respond to questions from developers and engineers regarding City specifications and requirements for new developments or expansion of existing developments, whether inside or outside city limits; monitors project development to insure necessary permits, easements, agreements and covenants have been obtained; approves plans and issues permits for right of way use, miscellaneous projects including sidewalks and driveways. Calculates project flows and Development Charges for water and sewer. C. Administrative Responsibilities: Budget: Assists with the development and tracking of the Public Works budget; assists with long range planning for capital projects and reporting; prepares monthly or periodic reports as needed; assists with oversight of budget to insure compliance with city policies; processes incoming accounts payables; creates purchase orders. Records Management: Insures that Public Works Department documents are stored and/or disposed of in accordance with state records laws; maintains working files on the City of Belleview intranet with legal and/or official documents including signed / sealed engineering plans, easements, developer's agreements, deeds, permits and any other official records scanned into Laserfiche; forwards all hard copies to storage facility as needed. ability to generate past utility flows on existing customers account through Utility Billing system. Field Employees: Coordinates field projects as necessary and issues work orders; reviews incoming work orders from field personnel for accuracy and completeness; assists field crews with administrative details on daily basis; creates and updates procedure manuals for the Public Works Department; maintains and updates emergency contact lists and on call schedules. Emergency Management: Maintains emergency management manual. Manages field data collection for reimbursement, prepares documentation and coordinates. Represents City of Belleview at Emergency Management Meetings, Represents City Public Works during declared emergencies at EOC requiring monitoring during emergencies. Designated "Power User": Provides first level troubleshooting support to the employees in the Public Works Complex on various software programs, the city website, intranet and city issued cell phones; creates helpdesk tickets; responsible for Public Works website; trained in the security camera system and GPS tracking system. Other Duties: Creates weekly agenda for Public Works supervisors meeting; files monthly gas reports and inventory counts; organizes quarterly staff meetings; creates and updates essential forms; manages Fuel Master program to issue fuel keys and add users. Nonessential Job Functions: 1. Represents the Public Works Director at other meetings as requested. 2. Perform other related tasks or responsibilities as may be assigned by the Director of Public Works Service: 1. Performs direct customer service to City employees and the general public in person, by telephone, and through written communications. 2. Communicates clearly and courteously to assist others both in person, on the telephone or in written format. 3. Direct contact with public in handling questions and complaints regarding public works. 4. Direct contact with other employees in issuing directives. 5. Reports to work appropriately dressed at the assigned time and proceeds with job function unless otherwise directed. Physical Activities for Each Essential Job Function: Temporary modifications to provide reasonable accommodations do not waive any essential functions of the job requirements. This employee must be capable of accomplishing the following tasks: sitting for lengthy periods at a computer terminal; moving, bending, stretching and reaching to access records and files; writing legibly to complete various forms; using manual dexterity and eye coordination for use in computer data entry and calculator manipulations; visually auditing various reports and computer print outs for accuracy; thinking and working independently; communicating clearly and courteously with customers and salespersons in person, over the telephone and in written form; dispatching information clearly to field employees, when necessary; may work varied hours to accommodate deadlines, emergencies or meetings; travel to and from various meetings and construction sites is required. Work Environment: This position, in conjunction with current city operations, normally works a four ten-hour day work week from Monday through Thursday. This position is considered an "essential employee" and may be required to report for work for any declared emergency or major disaster. 1. This employee has an office in the Dennis Monroe Public Works Complex. 2. The job functions may require periodic field work to assist the Public Works Director. 3. Equipment: modern office equipment and supplies, including access to the City's computer system and software and any shared equipment as necessary. Minimum Skills and Abilities: 1. Must be proficient in various standard software programs including Microsoft Word, Excel and Outlook and the ability to become proficient in the various software programs used by the City. 2. Ability to operate a variety of modern office machines and equipment. 3. Ability to follow oral instructions and to read and follow written instructions. 4. Ability to work effectively and courteously with the public and other employees. 5. Ability to understand and carry out a variety of clerical procedures as well as compose effective and accurate correspondence, reports and similar documents. 6. Knowledge of the functions, operations, and activities of city, state, and federal governments. 7. Knowledge of construction contracts, including timelines and draw requests.