Administrative Assistant- Public Works
4.
4 Portsmouth, NH Portsmouth, NH Full-time Full-time $52,931 - $64,338 a year $52,931 - $64,338 a year 2 days ago 2 days ago 2 days ago Salary range for this position is $52,930.
86 - $64,337.
79 per the Professional Management Association (PMA) Working Agreement.
Detailed information about the Professional Management Association (PMA) Working Agreement including salary schedule and benefits can be found here:
https:
//www.
cityofportsmouth.
com/hr/employment-contracts The City offers a generous compensation and benefits package that includes retirement, paid time off including vacation, holidays, medical & dental insurance, flexible spending account, professional development, career growth, longevity incentives, and more! Please visit Work with us City of Portsmouthfor more information.
NATURE OF WORK The purpose of this position is to provide a high level of administrative support, oversight of the Department's uniform program, staff training tracking, scheduling rooms, drafting bids and requests for proposals, obtaining quotes, processing purchase orders, processing payments and department deposits, and coordinating with other City Departments.
The work involves recurring contact with customers, vendors, City employees, officials, and agencies.
Performance is subject to review according to the City's personnel plan, through observation, reports, and the results achieved.
SUPERVISION Incumbent performs responsible administrative work under the direction of the Director of Public Works, Director of Water Resources, Administrative Manager, or their designee.
ESSENTIAL FUNCTIONS The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed.
The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to, or extension of, the position.
1.
Provides administrative support to the Direct of Public Works, Director of Water Resources, Operations Director, Parking Director, City Engineer, and other professional staff as needed.
2.
Assists various staff with purchasing requirements:
drafting bids and requests for proposals, obtaining quotes, drafting purchase orders, processing payments, coordinates with vendors, and researching discrepancies on accounts.
3.
Prepares and delivers the daily deposit and transmittals to City Hall.
Occasionally participates in the registration of new or transferred Department vehicles and equipment.
4.
Oversees the Department's uniform program consisting of 16 delivery locations, manages invoicing, orders new uniforms, confirms returned uniforms, and coordinates with supervisory staff during terminations.
5.
Prepares reports and correspondence, schedules meetings, manages calendars, and room reservations.
6.
Provides administrative support to professional and technical staff including but not limited to tracking projects, scanning, disbursement tracking, electronic and paper filing, and ensuring the timely delivery of invoices for payment.
7.
Answers in-person, telephone, and written inquiries.
Responds to service requests and complaints from customers in a helpful, courteous, efficient manner.
Is responsible for ascertain the nature of the inquiry, service request, or complaints, and answer appropriately.
Those customers requiring assistance beyond the individual's knowledge or experience are referred to the appropriate responsible person.
8.
Provides administrative support to other departments as their work relates to Public Works staff, coordination of activities, installations, training, and other cooperative tasks required.
EXAMPLES OF OTHER JOB FUNCITONS 1.
Prepares status reports and maintains various department records.
2.
Tracks employee training programs and provides status reports to their supervisor, the Operations Director, and the Human Resources- Recruiting and Training Specialist.
3.
Performs related work as required as well as other duties as my be assigned from time to time by the Director of Public Works, Director of Water Resources, Operations Director, Parking Director, City Engineer, and Administrative Manager, or other city staff.
KNOWLEDGE, SKILLS AND CAPABILITIES An incumbent in this position consistently demonstrates a(n) 1.
Comprehensive knowledge of office management procedures, practices and terminology.
2.
Proficient in one or more skill areas such as record keeping, office workflows, and electronic data management.
3.
Knowledge of basic accounting practices.
4.
Knowledge of engineering project management best practices.
5.
Ability to maintain confidential information.
6.
Ability to compose complex correspondence and to prepare and proofread complex reports as to form, logic, flow, and content, 7.
Strong knowledge of, or the ability to, adapt quickly to computer software programs including but not limited to programs for processing various permits, cash receipting, and work orders such as Microsoft Office, Vueworks, and various cloud-based solutions.
8.
Strong organizational skills are required to maintain accurate and up to date records.
9.
Ability to communicate effectively with internal and external customers, colleagues' other employees, government officials, and other agencies verbally, in writing, and by listening in the activities of conversation, discussion, notes, memorandum, written report, and verbal presentations.
10.
Ability to communicate effectively with the general public, City staff, and government officials at all levels, while maintaining an understanding of racial equity, inclusion, and belonging.
ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT Primary duties of this position involve:
communicating accurately and effectively with members of the public, vendors, and staff on a variety of topics.
This includes responding to inquiries and complaints, providing information, ensuring compliance with regulations, procedures, and laws.
Duties will also include working with spreadsheets and financial software applications.
Work is performed in an open office setting which can be somewhat noisy.
MINIMUM REQUIRED QUALIFICATIONS An applicant for this position should have an associate degree in business administration or related field, and three (3) years of experience, or an equivalent combination of education and experience.
State certification may be required.
(The above descriptions are illustrative.
They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.
) Job Type:
Full-time Pay:
$52,930.
86 - $64,337.
79 per year
Benefits:
Dental insurance Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Retirement plan Vision insurance Schedule:
Monday to Friday Education:
Associate (Preferred)
Experience:
Equivalent:
3 years (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
4 Portsmouth, NH Portsmouth, NH Full-time Full-time $52,931 - $64,338 a year $52,931 - $64,338 a year 2 days ago 2 days ago 2 days ago Salary range for this position is $52,930.
86 - $64,337.
79 per the Professional Management Association (PMA) Working Agreement.
Detailed information about the Professional Management Association (PMA) Working Agreement including salary schedule and benefits can be found here:
https:
//www.
cityofportsmouth.
com/hr/employment-contracts The City offers a generous compensation and benefits package that includes retirement, paid time off including vacation, holidays, medical & dental insurance, flexible spending account, professional development, career growth, longevity incentives, and more! Please visit Work with us City of Portsmouthfor more information.
NATURE OF WORK The purpose of this position is to provide a high level of administrative support, oversight of the Department's uniform program, staff training tracking, scheduling rooms, drafting bids and requests for proposals, obtaining quotes, processing purchase orders, processing payments and department deposits, and coordinating with other City Departments.
The work involves recurring contact with customers, vendors, City employees, officials, and agencies.
Performance is subject to review according to the City's personnel plan, through observation, reports, and the results achieved.
SUPERVISION Incumbent performs responsible administrative work under the direction of the Director of Public Works, Director of Water Resources, Administrative Manager, or their designee.
ESSENTIAL FUNCTIONS The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed.
The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to, or extension of, the position.
1.
Provides administrative support to the Direct of Public Works, Director of Water Resources, Operations Director, Parking Director, City Engineer, and other professional staff as needed.
2.
Assists various staff with purchasing requirements:
drafting bids and requests for proposals, obtaining quotes, drafting purchase orders, processing payments, coordinates with vendors, and researching discrepancies on accounts.
3.
Prepares and delivers the daily deposit and transmittals to City Hall.
Occasionally participates in the registration of new or transferred Department vehicles and equipment.
4.
Oversees the Department's uniform program consisting of 16 delivery locations, manages invoicing, orders new uniforms, confirms returned uniforms, and coordinates with supervisory staff during terminations.
5.
Prepares reports and correspondence, schedules meetings, manages calendars, and room reservations.
6.
Provides administrative support to professional and technical staff including but not limited to tracking projects, scanning, disbursement tracking, electronic and paper filing, and ensuring the timely delivery of invoices for payment.
7.
Answers in-person, telephone, and written inquiries.
Responds to service requests and complaints from customers in a helpful, courteous, efficient manner.
Is responsible for ascertain the nature of the inquiry, service request, or complaints, and answer appropriately.
Those customers requiring assistance beyond the individual's knowledge or experience are referred to the appropriate responsible person.
8.
Provides administrative support to other departments as their work relates to Public Works staff, coordination of activities, installations, training, and other cooperative tasks required.
EXAMPLES OF OTHER JOB FUNCITONS 1.
Prepares status reports and maintains various department records.
2.
Tracks employee training programs and provides status reports to their supervisor, the Operations Director, and the Human Resources- Recruiting and Training Specialist.
3.
Performs related work as required as well as other duties as my be assigned from time to time by the Director of Public Works, Director of Water Resources, Operations Director, Parking Director, City Engineer, and Administrative Manager, or other city staff.
KNOWLEDGE, SKILLS AND CAPABILITIES An incumbent in this position consistently demonstrates a(n) 1.
Comprehensive knowledge of office management procedures, practices and terminology.
2.
Proficient in one or more skill areas such as record keeping, office workflows, and electronic data management.
3.
Knowledge of basic accounting practices.
4.
Knowledge of engineering project management best practices.
5.
Ability to maintain confidential information.
6.
Ability to compose complex correspondence and to prepare and proofread complex reports as to form, logic, flow, and content, 7.
Strong knowledge of, or the ability to, adapt quickly to computer software programs including but not limited to programs for processing various permits, cash receipting, and work orders such as Microsoft Office, Vueworks, and various cloud-based solutions.
8.
Strong organizational skills are required to maintain accurate and up to date records.
9.
Ability to communicate effectively with internal and external customers, colleagues' other employees, government officials, and other agencies verbally, in writing, and by listening in the activities of conversation, discussion, notes, memorandum, written report, and verbal presentations.
10.
Ability to communicate effectively with the general public, City staff, and government officials at all levels, while maintaining an understanding of racial equity, inclusion, and belonging.
ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT Primary duties of this position involve:
communicating accurately and effectively with members of the public, vendors, and staff on a variety of topics.
This includes responding to inquiries and complaints, providing information, ensuring compliance with regulations, procedures, and laws.
Duties will also include working with spreadsheets and financial software applications.
Work is performed in an open office setting which can be somewhat noisy.
MINIMUM REQUIRED QUALIFICATIONS An applicant for this position should have an associate degree in business administration or related field, and three (3) years of experience, or an equivalent combination of education and experience.
State certification may be required.
(The above descriptions are illustrative.
They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.
) Job Type:
Full-time Pay:
$52,930.
86 - $64,337.
79 per year
Benefits:
Dental insurance Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Retirement plan Vision insurance Schedule:
Monday to Friday Education:
Associate (Preferred)
Experience:
Equivalent:
3 years (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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