Administrative Assistant III; DPW

The Administrative Assistant will perform highly responsible administrative work, including responsibility as staff assistant to the Public Works Director.

Supervisory position directing and overseeing the work of the Customer Service Specialist. The incumbent's duties involve considerable public contact and require the exercise of independent judgment, confidentiality, tact, and diplomacy when interacting with officials, the public, and staff. Additional responsibilities include complex tasks involving coordination of the department's projects and activities, record keeping, administrative detail, special projects, research, and follow‑up functions, with frequent communication with all levels of County government and external agencies.

The following statements describe the principal functions of this job and its scope of responsibility but are not an all‑inclusive listing of work requirements.

• Acts as administrative assistant to the Public Works Director, providing assistance and information, and coordinating the collection and distribution of information pertaining to the Public Works Department.
• Supervises the planning, prioritizing, assigning, training, reviewing, and evaluating work of a Customer Service Specialist, overseeing day‑to‑day activities, approving timesheets, and scheduling annual leave requests. Councils with and evaluates the performance of the Customer Service Specialist and takes disciplinary actions when necessary.
• Secures details of specialized information, coordinating office work and providing information regarding the services and operation of the unit.
• Distributes work assignments to the management team in the absence of the Director.
• Reviews the work of staff for completeness and accuracy before submittal to the Director, evaluates and makes recommendations, and offers advice and assistance as needed.
• Plans, directs, and oversees the resolution of routine customer complaints and problems in accordance with procedures, and resolves complex problems in accordance with policies that are escalated to the Director's level.
• Keeps the Public Works Director's appointment calendar and schedules appointments, advising the Director of important meetings.
• Receives, screens, and prioritizes calls and refers callers to appropriate employees, advising the Director of time‑sensitive requests.
• Records notes and minutes of conferences, meetings, and functions as required, and schedules, coordinates, and assists with virtual meetings.
• Coordinates special projects as required or directed by the Director.
• Provides training and develops standard operating procedures for administrative duties.
• Compiles data, prepares or coordinates the preparation of reports, and ensures timely submission of required reports, communicating with and assisting department managers when necessary.
• Creates memorandums, letters, forms, and PowerPoint presentations, prepares legal requests for legal sufficiency, and maintains specialized office files.
• Performs research and retrieval of records, conducts statistical comparisons of information, and assists in the preparation and maintenance of department records.
• Coordinates lunch and break schedules to assure staff availability to assist patrons and attend to telephone calls in the lobby area.
• Ensures uninterrupted lobby coverage for all staff to receive and assist patrons.
• Prepares, oversees, tracks, and processes Public Records Requests, responding to requests for information.
• Creates agenda items for County Commission meetings, tracking the review and approval process of all Public Works Department agenda items to meet approval deadlines, and prepares the agenda packet for the Director.
• Assists with meeting setup and assists patrons with Public Works Department programs as needed.

County employees are required to report for work during a state of emergency and may be recalled around the clock for emergency response operations, which may include duties other than those specified in this job description.

• Graduation from an accredited two‑year college or university with major coursework in business, administration, or a related field.
• Five…