at City of Pittsburg in Pittsburg, Kansas, United States
Job Description
POSITION SUMMARY
Provide high level clerical and administrative support in a division or department, working closely with the operational activities and/or providing technical assistance to staff.
DUTIES AND RESPONSIBILITIES
- Conducts various office and clerical duties to provide administrative support to the director and other management personnel.
- Responds to public inquiries, requests and concerns and log them in the appropriate database.
- Provide information to the public regarding departmental services, standards and procedures.
- Facilitates citizen request to appropriate department and/or supervisor.
- Relay City information directly to staff.
- Respond to and assist with resolution of difficult and sensitive citizen inquiries.
- Submit utility locate requests through Kansas One Call Center.
- Assist with the preparation of legal documents, such as legal descriptions, easements, and deeds.
- Assist with preparation and, or, modification of City Ordinances and Resolutions.
- Assist division superintendents with compiling and organizing expenditures, work orders, reports, and inventory control in electronic storerooms.
- Updates and maintains contact information of the department staff, various vendors, contractors, consultants, organizations, and agencies.
- Plan, organize and manage the activities of a work unit; ensure that all services and activities adhere to approved City policies and procedures.
- Proofread and edit documents and reports.
- Maintain an effective record keeping system; prepare reports and correspondence.
- Manage bid process for annual contracts and various equipment/vehicle/product purchases, including document and advertisement preparation, bid opening scheduling, confirmations, and file management.
- Responds to various vendor requests & inquiries.
- Facilitate contract administration and compliance for projects, including formulation of project report costs and exemption certificates (if required), filing of necessary bonds with the County District Court, returning bid security bonds to bidders, securing and maintaining current certificates of liability insurance throughout the course of work, and preparing and processing of pay applications and necessary change orders.
- Drafts various correspondence for signatures, media releases, interoffice memorandums.
- Researches, compiles, analyzes data, and draft permit responses for programmatic and administrative reports to the Kansas Department of Health & Environment.
- Inflow & Intrusion Reports (quarterly and annually).
- Municipal Separate Storm Sewer System (annually).
- Emission Inventory Operating Permit for City’s asphalt plant (annually).
- Wastewater Treatment Plant Compost Facility (annually).
- Update and maintain departmental calendar for compliance dates.
- Coordinates various documents required for submittal to the Kansas Department of Health and Environment, US Environmental Protection Agency, Kansas Department of Transportation and other government agencies.
- Coordinate financial and legal documentation related to grants and revolving loan funds.
- Assist the director and other management personnel with preparation of annual budget and capital improvement plan.
- Coordinate various departmental projects, events and community service projects with volunteers and maintains project lists.
- Provide staff support to assigned boards as required; prepare agenda outlines, sign-in sheets, attend meetings, and record and distribute minutes.
- Traffic Advisory Board.
- Utility Company Coordination.
- Any other board, commission, and committees as directed.
- Serve as the liaison for assigned section with other divisions, departments and outside agencies.
- Update and maintain various data in software applications.
- Record and categorize electronic records through a variety of software systems.
- Review and facilitate updates to departmental web pages.
- Orders and maintains office supplies for department.
- Facilitates receipt and issuance of required permits.
- City – right-of-way.
- State (KDOT) -coordination for highways in city limits.
- Heavy Haul.
- Promote, administer, and oversee volunteer Adopt-A-Street litter control program coordinated through the department.
KNOWLEDGE OF
- Operations, services and activities of assigned Public Works and Utilities programs and methods.
- Principles and practices of program development and administration.
- Engineering principles and practices relating to the preparation and evaluation of plans, specifications and estimates for public construction.
- Principles and practices of contract administration and construction project management.
- Work order processes and applicable information technology systems.
- Materials, equipment, practices and procedures related to streets, water and sewer services, building and equipment maintenance.
- Pertinent federal, state and local laws, codes and regulations
- Office procedures, methods and equipment including computers and applicable software applications such as word processing, spreadsheets and databases.
- Proficiency with Microsoft Office suite of products (specifically Outlook, Word, Power Point and Excel).
- Principles and procedures of record keeping.
- Principles of business letter writing and basic report preparation.
ABILITY TO
- Oversee and participate in the management of assigned public works or public utilities section.
- Oversee, direct, and coordinate the work of lower level staff.
- Provide skill of good customer service.
- Communicate clearly and concisely, both orally and in writing.
- Multi-task, assign, and prioritize assignments with the Department.
- Exercise initiative and mature judgment in a variety of complex situations.
- Analyze and define problems, identify alternative solutions, estimate consequences of proposed actions, and implement recommendations in support of goals.
- Research, analyze, and evaluate new service delivery methods and techniques.
- Prepare clear, concise, and comprehensive reports, records, correspondence and other written materials.
- Read and interpret complex plans and specifications.
- Interpret and apply Federal, State, local policies, laws and regulations.
- Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Serve as a Kansas Notary Public.
