Rogers, MN is accepting applications for the position of Public Works Administrative Assistant. Major areas of responsibility include providing administrative support to the Public Works Director, Utilities Supervisor, Parks Supervisor, Civil Project Engineer and related Public Works positions. Starting wage $18.99/hour.

Job Description

Title: Administrative Assistant-Public Works
FLSA Status: Non-exempt
Department: Public Works
Position Status: Regular Full-Time
Accountable To: Public Works Superintendent
Salary Grade: Level 7
Supervision of Others: None 
Revision Date: May 2018

POSITION SUMMARY

The Administrative Assistant performs a variety of detailed and advanced administrative support for the following positions: Public Works Director, Utilities Supervisor, Parks Supervisor, Civil Project Engineer, and related Public Works positions. This position serves as the main point of contact for handling incoming complaints and questions to the Public Works department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential functions listed below are intended as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them if the work is similar, related or a logical assignment to the positon.

• Assists in the production of City Council and Park Board packets in accordance with established deadlines; including department memos and supporting documentation, drafting resolutions and creating exhibits.
• Implements action items resulting from Council actions as assigned.
• Attends Park Board Meetings and drafts Park Board meeting minutes.
• Manages calendar for Public Works Director, including coordinating meetings, arranging facilities, etc.
• Prepares and publishes weekly department updates, monthly web page updates, and quarterly newsletters. Develops public information products (flyers, press releases, web content, etc.) related to public involvement and communication to the public.
• Maintains personnel records relating to employee licensing and training, as a support function to the Assistant City Administrator/City Clerk.
• Maintains personnel and other forms as requested by the Public Works Director.
• Assists with coordination of annual events related to Clean Up Day, Rockin Rogers, National Public Works Week and others.
• Assists Public Works Director with creation and implementation of department policies and procedures.
• Coordinates and monitors submittal of monthly water and waste water reports to State agencies and maintains file records.
• Maintains current list of City and Department contacts, including staff, utility contacts and vendors.
• Assists in all day-to-day operations of the Public Works Department, including assistance to members of the department staff.
• Receives and routes calls from a multiple line telephone system.
• Issues excavation licenses, water and sewer permits, assists in scheduling water, sewer and drain tile inspections, issues overweight permits, and other reception functions.
• Other duties related to the Public Works and Engineering departments as assigned.

COMMON PERFORMANCE STANDARDS

Communications
• Requires excellent oral and written communication skills to represent the Department with clarity and professionalism
• Must have the ability to actively listen to others to gain understanding of their needs and situations
• Ability to speak and write English clearly
• Must be able to assertively control conversations in order to quickly and accurately gather pertinent information and be able to communicate this information professionally and precisely to the proper recipient

Decision Making
• Must act in a decisive manner using good judgment
• Must be able to assess problems and situations and be able to anticipate needs and evaluate alternatives
• Must be able to effectively interpret the policies and objectives of the department

Interpersonal Relationships
• Must be consistent in dealing with people
• Must be sensitive to others’ problems and concerns without direct involvement
• Must exclude personal biases from work performance
• Must have the ability to accept criticism and/or discipline
• Must have tact and diplomacy
• Must strive to promote a cooperative atmosphere in the department
• Must have a positive attitude

Professional Attitude
• Must have a commitment to the organization, a willingness to take initiative, dependability, maturity in relationships with others, and self-confidence
• Must represent the organization to other agencies and citizens with a courteous, helpful, accurate and professional attitude in all written and verbal contact

Quality of Work
• Must be able to produce quality, accurate work
• Must be able to detect and correct errors
• Must be able to utilize work time properly and productively
• Must have the ability to maintain records in an accurate and accessible manner
• Must be able to draft letters and reports, and carry out instructions with a minimum of detail
• Must demonstrate the ability to implement and follow through with tasks without prompting from supervisor

Technical Knowledge
• Must have knowledge of City business functions
• Must have knowledge and ability to understand and discern legislative, local, state, and federal regulations
• Must have the ability to perform arithmetic computations accurately and quickly, ability to communicate verbally and in writing effectively
• Must have the ability to establish successful working relationships

WORK ENVIRONMENT

Work is generally performed in an office environment with standard office equipment and furnishings available. Occasionally, may be required to attend off-site trainings.

PHYSICAL REQUIREMENTS

• Must have the ability to read and discern visual images on a variety of media
• Must have the ability to operate a personal computer and exhibit proficiency with Microsoft Word, Excel, Outlook, Publisher and PowerPoint software
• Demonstrate keyboarding skills of a minimum of 60 words per minute
• Operate 10-key adding machine or calculator competency; and familiarity with fax, copier, and multiple phone line telephone systems
• Must be able to sit for long periods of time
• May occasionally have to lift 25 pounds or more

MINIMUM REQUIREMENTS

• Associate’s degree in business, public administration, or related field;
• Three to five years of increasingly responsible administrative experience, or any equivalent combination of related education and experience, working with high-level management and/or multiple supervisors

Application

Resumes and applications need to be mailed to:
City of Rogers
Attn: Stacy
22350 S Diamond Lake Road
Rogers, MN 55374

or emailed to This email address is being protected from spambots. You need JavaScript enabled to view it. with “Administrative Assistant” in the subject line.

Submission deadline is May 30, 2018.

EOE.

Title: Administrative Assistant-Public Works

FLSA Status: Non-exempt

Department: Public Works

Position Status: Regular Full-Time

Accountable To: Public Works Superintendent

Salary Grade: Level 7

Supervision of Others: None

Revision Date: May 2018

 

POSITION SUMMARY

The Administrative Assistant performs a variety of detailed and advanced administrative support for the following positions: Public Works Director, Utilities Supervisor, Parks Supervisor, Civil Project Engineer, and related Public Works positions. This position serves as the main point of contact for handling incoming complaints and questions to the Public Works department.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential functions listed below are intended as illustrations of the various types of work that may be performed.  The omission of specific duties does not exclude them if the work is similar, related or a logical assignment to the positon.[JD1]

  • Assists in the production of City Council and Park Board packets in accordance with established deadlines; including department memos and  supporting documentation, drafting resolutions and creating exhibits.
  • Implements action items resulting from Council actions as assigned.
  • Attends Park Board Meetings and drafts Park Board meeting minutes.
  • Manages calendar for Public Works Director, including coordinating meetings, arranging facilities, etc.
  • Prepares and publishes weekly department updates, monthly web page updates, and quarterly newsletters.  Develops public information products (flyers, press releases, web content, etc.) related to public involvement and communication to the public.
  • Maintains personnel records relating to employee licensing and training, as a support function to the Assistant City Administrator/City Clerk.
  • Maintains personnel and other forms as requested by the Public Works Director.
  • Assists with coordination of annual events related to Clean Up Day, Rockin Rogers, National Public Works Week and others.
  • Assists Public Works Director with creation and implementation of department policies and procedures.
  • Coordinates and monitors submittal of monthly water and waste water reports to State agencies and maintains file records.
  • Maintains current list of City and Department contacts, including staff, utility contacts and vendors.
  • Assists in all day-to-day operations of the Public Works Department, including assistance to members of the department staff.
  • Receives and routes calls from a multiple line telephone system.
  • Issues excavation licenses, water and sewer permits, assists in scheduling water, sewer and drain tile inspections, issues overweight permits, and other reception functions.
  • Other duties related to the Public Works and Engineering departments as assigned.

 

COMMON PERFORMANCE STANDARDS

Communications 

·         Requires excellent oral and written communication skills to represent the Department with clarity and professionalism

·         Must have the ability to actively listen to others to gain understanding of their needs and situations

·         Ability to speak and write English clearly

·         Must be able to assertively control conversations in order to quickly and accurately gather pertinent information and be able to communicate this information professionally and precisely to the proper recipient

Decision Making

  • Must act in a decisive manner using good judgment
  • Must be able to assess problems and situations and be able to anticipate needs and evaluate alternatives
  • Must be able to effectively interpret the policies and objectives of the department

 

Interpersonal Relationships

·         Must be consistent in dealing with people

·         Must be sensitive to others’ problems and concerns without direct involvement

·         Must exclude personal biases from work performance

·         Must have the ability to accept criticism and/or discipline

·         Must have tact and diplomacy

·         Must strive to promote a cooperative atmosphere in the department

·         Must have a positive attitude

 

Professional Attitude

·         Must have a commitment to the organization, a willingness to take initiative, dependability, maturity in relationships with others, and self-confidence

·         Must represent the organization to other agencies and citizens with a courteous, helpful, accurate and professional attitude in all written and verbal contact

 

Quality of Work

·         Must be able to produce quality, accurate work

·         Must be able to detect and correct errors

·         Must be able to utilize work time properly and productively

·         Must have the ability to maintain records in an accurate and accessible manner

·         Must be able to draft letters and reports, and carry out instructions with a minimum of detail

·         Must demonstrate the ability to implement and follow through with tasks without prompting from supervisor

 

Technical Knowledge

·         Must have knowledge of City business functions

·         Must have knowledge and ability to understand and discern legislative, local, state, and federal regulations

·         Must have the ability to perform arithmetic computations accurately and quickly, ability to communicate verbally and in writing effectively

·         Must have the ability to establish successful working relationships

 

WORK ENVIRONMENT

Work is generally performed in an office environment with standard office equipment and furnishings available. Occasionally, may be required to attend off-site trainings.

 

PHYSICAL REQUIREMENTS

  • Must have the ability to read and discern visual images on a variety of media
  • Must have the ability to operate a personal computer and exhibit proficiency with Microsoft Word, Excel, Outlook, Publisher and PowerPoint software
  • Demonstrate keyboarding skills of a minimum of 60 words per minute
  • Operate 10-key adding machine or calculator competency; and familiarity with fax, copier, and multiple phone line telephone systems
  • Must be able to sit for long periods of time
  • May occasionally have to lift 25 pounds or more

 

MINIMUM REQUIREMENTS

·         Associate’s degree in business, public administration, or related field;

·         Three to five years of increasingly responsible administrative experience, or any equivalent combination of related education and experience, working with high-level management and/or multiple supervisors

 

 


 [JD1]Tomi, every job description should have this opening paragraph under Essential Duties and Responsibilities. If there’s something similar, please let me know so I can review.