Executive Administrative Assistant

Description

Supports the Public Works Director by performing administrative duties for the Public Works Department and filling a leadership role among members of the department. Responsible for tracking department finances, including budget preparation and management. Monitors and follows up on assignments, responsibilities, and requirements with department managers. Acts as public information coordinator for department, disseminating information internally and coordinating external public information distribution.  

Starting Pay: $23.86 - $41.75 per hour

Schedule: 4 x 10-hour shifts per week, Monday - Thursday

Benefits: Health, dental, and life insurance, PTO and paid holidays, vision reimbursement plan

Retirement: Utah Retirement Systems, Pension and/or 401(k)

Posting Close Date: May close any time after August 15, 2024

Essential Duties and Responsibilities

• Performs difficult administrative work involving the exercise of independent judgment. Conducts a variety of complex, technical, management, and research studies.  
• Under the direction of the Public Works Director, prepares and monitors budget expenditures and revenues.
• Responsible for department budget preparation and administration, including multiple funds, divisions and accounts. Prepares budget opening requests, sold services, and journal entries. Enters and approves purchase orders and budget transfers.
• Prepares quarterly operational reports, annual reports and presentations.
• Assists in preparation of goals for all divisions in the department. Monitors performance of divisions and achievement of goals.  Reports results to Director.
• Manages Public Works Director’s Office including electronic filing, receiving and responding to correspondence, routing information, distributing mail, and scheduling meetings and appointments for the Director. Prepares agendas, takes meeting minutes, and follows up on assignments.  
• Courteously and efficiently receives and handles complaints and service requests. Enters service requests into asset management software. Reroutes calls when necessary. Follows up and responds to complaints as needed.
• Maintains safety policies for each division within Department. Ensures policies meet city, state and federal requirements, including OSHA. Updates policies with input from division safety officer/Division Head and Department Head. Ensures safety training sessions are held regularly in each division. Schedules regular policy training for divisions heads.
• Assists Director in Emergency Management. Maintains training and other records and schedules needed training. Maintains vendor resource lists, utility and other agency contact lists.  
• Assists Director in Risk Management. Tracks incidents. Schedules Department Incident Review Meetings as needed. Follows up on Risk Management goals for City and department.
• Keeps Department staff informed of activities of all divisions, which may affect other divisions or the public. Collects information on projects, major maintenance activities, public services and other pertinent work from all divisions. Posts or distributes information to all Public Works divisions, and other City departments.  
• Responsible for public awareness of projects, major maintenance activities, and public services for entire department. Collects pertinent information from Public Works divisions and forwards information to City Communications Director and their staff.  Monitors public information to ensure information reaches the public in an effective manner. Monitors department webpages and ensures information is accurate and timely.  
• Assists in the preparation and execution of the Storm Water Management Plan for the City, holding the divisions and departments throughout the City accountable for their responsibilities within the Plan. Responsible for implementation of Storm Water Education and Public Involvement sections of Storm Water Management Plan. Implements the Storm Water Education plan to educate citizens and businesses regarding storm water regulations and best management practices. Arranges for and conducts storm water presentations and workshops for schools, businesses and public events. Prepares educational and informational displays and exhibits. Solicits and directs citizen participation and volunteer service projects. 
• Assists in the planning and execution of department training events.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommo