The City of St. Helena has an exciting opportunity to fill a full-time position in the Public Works Department. This is a great opportunity to become part of a team of dedicated individuals that take pride in serving the local community.
The Public Works Administrative Assistant receives general supervision from administrative and/or management staff. May exercise technical and functional supervision over assigned office support staff.
Examples of Duties: (include but are not limited to the following)
- Performs a wide variety of routine and complex office, clerical and administrative support tasks and duties, including organizing and coordinating work; sets priorities and meets deadlines; performs a variety of office administrative tasks.
- Demonstrates an understanding of applicable policies, procedures and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate; resolves complaints in an efficient and timely manner; receives visitors and telephone calls, directing them to the appropriate information source; represents the City to all callers and visitors in a professional and customer friendly manner; assists the public in filling out application forms, supplying information concerning fees, permits, legal requirements, procedures and services provided by City departments.
- Uses computers to enter, prepare and proofread drafts, labels, forms, envelopes and a variety of documents, including general correspondence, reports, memos, fliers and statistical charts from rough drafts, recordings or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents from recording devices, notes, brief written or oral instructions; compiles and maintains records and prepares reports, manuals and publications; prepares, posts and distributes agenda materials, draft reports, project management documents, resolutions, ordinances and applications; performs basic contract management including assisting in drafting and monitoring contracts; inputs, retrieves and references various computer data management systems such as permit tracking systems and map inventories; attends meetings and records and transcribes minutes.
- Receives and processes fees, fines or other money; prepares receipts and balances money received.
- Organizes and coordinates work; sets priorities and meets deadlines; orders office and other various supplies.
- Assists with code enforcement for weed abatement, sends letters for non-compliance, and follows up with non-compliance issues; assists with follow up to code violations.
- Schedules meetings and appointments; arranges for City buildings, street lights, water systems and other maintenance and repair needs; schedules events and inspections; arranges travel to meetings and conferences.
- Assists with a variety of programs, presentations and trainings; prepares advertising and announcement materials; acts as primary source of data and information for assigned department and programs.
- Assists with research and/or data gathering activities; reviews and interprets data and prepares reports with recommendations.
- Picks up, sorts and distributes mail received by departmental staff; attends various meetings, including Planning Commission, and other special meetings; assists with the preparation of packets for various meetings.
- Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.
- Will assist the department is issuing Public Works permits.
Knowledge, Abilities, and Skills:
Knowledge of:
Standard office and administrative policies and procedures; City codes and ordinances, including zoning, alcohol and building permit requirements; depending on assignment, knowledge of accounting, clerical, construction, legal and computer terminology may be required; basic principles of mathematics; applicable federal, state and local laws, codes and regulations; methods and techniques of scheduling work assignments; methods and techniques for record keeping and report preparation and writing; proper English, spelling and grammar; occupational hazards and standard safety practices; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Ability to:
Provide general clerical support to a specialized work unit; read, understand and review documents for accuracy and relevant information; use applicable office terminology, forms, documents and procedures in the course of work; read, understand and explain plans, maps, aerial photos, drawing, reports, applications, construction documents and specifications; learn the policies, procedures and guidelines of the department to which assigned in a timely manner; maintain accurate office files; make accurate arithmetic calculations in the receipt of moneys; compose correspondence or documents; meet critical deadlines; deal successfully with the public, in person and over the phone; courteously respond to community issues, concerns and needs; attend evening meetings as required; perform mathematical calculations quickly and accurately; interpret, explain and apply applicable laws, codes and regulations; read, interpret and record data accurately; organize, prioritize and follow-up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze complex issues, and develop and implement appropriate responses; follow written and oral directions; observe safety principles and work in a safe manner; exercise excellent customer service in dealing with the public and other City staff; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work.
Skill to:
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Education and/or Experience:
Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Public Works Administrative Assistant. A typical way of obtaining the required qualifications is graduation from High School or possession of a GED , eighteen months of general clerical experience involving extensive customer service, with direct experience in a Public Works function such as recruitment, job safety, compensation and benefits, or training and development.
License/Certificate:
Possession of, or the ability to obtain, a valid class C California driver’s license.
