The Administrative Assistant provides support to the Public Works Department. This position will perform various administrative functions to ensure the department is run efficiently and effectively. This position is expected to work independently with minimal direction.
Examples of Duties:
- Develops and ensures effective, positive relationships within and among the City of Riverside staff, and members of the public/visitors.
- Upholds and consistently represents the values and mission of the City of Riverside. Represent the City of Riverside in a highly professional manner at all times.
- Ensures compliance and attention to all organization policies and procedures.
- Receives and manages visitors and inquiries/calls into the department, which may include taking or downloading payments, receiving packages, scheduling parks rentals, etc. Ensures all inquiries and correspondence to and from the department receive a high level of service and attention and are addressed with an appropriate sense of urgency and direction at all times.
- Keeps the office tidy and well stocked, schedules maintenance for office machines, collects & distributes mail, etc.
- Receives an updated trash customer list from Community Development. Notifies the trash hauler of new homes, and orders bins for new homes. Assists customers with the purchase of trash tags and customer service issues.
- Manages park and shelter rental scheduling and payments. Generates stripe reports from the website payment portal for the finance department.
- Coordinate park special events in conjunction with the Parks Manager & Recreation Manager.
- Schedules Park Board meetings, drafts agendas, and takes minutes at meetings.
- Coordinates park volunteer projects including E.H. Young Storywalk, tree planting projects, trash clean-ups, etc.
- Scans and files documents and maintains record retention schedules, archives documents, and destroys records.
- Maintains an inventory of department supplies. Manages the ordering of office/department supplies/parts to ensure items are properly stocked.
- Tracks data in a database related to installations dates, repairs, maintenance schedules, costs, etc. for park amenities, fleet, equipment, infrastructure, projects, outside utility contractors, etc.
- Tracks the building and playground inspections conducted by the maintenance crew, ensuring for timely completion.
- Updates the Public Works and Parks pages of the City website and performs changes to information, updates to the calendar, uploads of notices, documents, etc. Monitors all content for proper placement.
- Posts important notices from the director on the City social media pages related to MS4, trash notices, facility closures, department projects, etc.
- Assists with designing and updating trail maps, flyers, brochures, etc. Creates slide decks for board meetings, exhibits for grant applications, etc.
- Assists the staff with the preparation of documents for meetings, legal postings, etc. Drafts preliminary documents or proofreads documents for things such as grant applications, contract and project manuals updates for constructions projects, and annual DNR water well reports.
- Provides assistance with contract management including preparation of bid documents, certifying payrolls, and other required documentation.
- Assists with processing invoices related to projects. Verifies totals, codes to the correct account/project, and tracks spending, assuring for accuracy.
- Assists with the organization and filing of the MS4 stormwater report by collecting and filing documentation digitally for searchability. Provides reminders to various departments about MS4 next steps.
- Performs MO One Call ticket generation at the request of the director.
- Performs other related duties as required and assigned.
Typical Qualifications:
Education/Training:
- High school graduate or equivalent required. An Associate’s degree or office management certification is required with a Bachelor’s degree preferred.
- 1-3 years of experience working in an increasingly responsible office, administrative role.
- Valid driver’s license required.
Competencies/Skills/Experience
- Highly proficient with Microsoft Office Suite (Word, Excel, and Power Point).
- Proficient with Adobe suite including Photoshop.
- Proficient with social media guidelines.
- Ability to learn how to manage various software systems and databases.
- Excellent attention to detail.
- Above average typing/word processing skills.
- Highly proficient verbal and written communication skills with excellent proofreading, copy writing and grammar skills.
- Strong appreciation of the importance of completing tasks on deadline, prioritizing tasks, and managing time.
- Demonstrated excellence in maintaining an organized work environment.
- Demonstrated basic math and accounting skills.
- Able to work independently with minimal direction.
- Initiative driven to seek new tasks or skills and/or recommend process improvements.
- Willingness to work as part of a team and provide assistance wherever it is needed.
- Work independently and exercise initiative and judgment in the planning and execution of tasks assigned.
- Demonstrate a high degree of professionalism and effective interpersonal skills at all times.
- Maintain a positive, courteous demeanor with a sometimes demanding or stressful public.
- Make sound decisions and utilize good judgment.
- Demonstrated ability to support and function in team environment.
- Ability to maintain accuracy and attention to detail amidst a multi-tasking, changing priority environment.
- Ability to prioritize multiple tasks and complete on a timely basis.
- Ability to work nights and weekends as occasionally needed to provide support at meetings, or special events.
Physical/Environmental/Other:
- Ability to sit for prolonged periods of time in an office area.
- Ability to lift up to 25 pounds on an occasional basis.
Supplemental Information:
This is a Monday-Friday, 8am-5pm in-office position, housed in City Hall. This position will move to the proposed new Public Works building in a couple of years and schedule alterations can be discussed then. Applicants must fully complete the application, as job offers are based on past relevant experience. Cover letters and resumes may be attached as well.
