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NEOGOV · 5 months ago

Administrative Assistant to Public Works Director

Lady Lake Public Works

Full-time

Onsite

Entry Level

$20.92/hr - $33.48/hr

4+ years exp

The Town of Lady Lake is an equal opportunity employer seeking an Administrative Assistant to support the Public Works Director. The role involves extensive administrative tasks, including budget preparation, record maintenance, and coordination of departmental procedures.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Performs highly responsible administrative work in coordinating departmental procedures and office management

Assist in preparing the Public Works departmental budget

Orders fuel for all Town fuel storage tanks and maintains storage tanks records with F.D.E.P

Maintains Local, State, and U.S. Government Licensing Records for Public Works Operations and other facility maintenance registrations

Assists in the preparation of the Annual Drinking Water Analysis Consumer Confidence Report and arranges the requirements to submit to Florida Department of Environmental Protection for approval

Reviews and maintains departmental payroll time sheets

Prepares purchase requisitions, places orders, and follows through to delivery and invoicing

Creates and coordinates work orders as needed for the Public Works Department. Experience with Work Order software preferred

Keeps appointment calendars and schedules appointments. Receives and screens calls. Takes notes and minutes of conferences, meetings and functions as required

Prepares forms and composes letters. Sets up and maintains specialized office files. Files letters, reports and related technical information. Assembles information for others use. Opens, prioritizes and processes mail

Must have knowledge and be able to use Microsoft Word and Microsoft Office Suite. Experience with ERP software, Springbrook, preferred

Maintains records for NPDES Permit and coordinates with staff and outside agencies to ensure that compliance is met

Delegates’ tasks to Utilities Staff Assistant as needed

Qualification

Microsoft Office SuiteERP softwarePublic Record LawsBudget conceptsOffice practicesRecord keepingClerical supportTeam delegationEffective communicationProblem-solving

Required

High School Diploma or General Education Degree (GED) equivalency

Minimum of four (4) years' experience in advanced clerical support work

Knowledge of proper formatting, spelling and punctuation, to prepare formal documents and compose letters, etc

Knowledge of office practices and procedures

Knowledge of mathematics and budget concepts

Knowledge of Public Record Laws in Florida and ability to coordinate Public Record requests

Ability to perform skilled operation of office machines such as personal computers, keyboards, typewriters, adding machines, calculators, copy machines, printers, etc

Ability to effectively communicate in writing and orally

Ability to facilitate public concerns, often under demanding conditions

Ability to interpret department's policies, Town ordinances, and procedures

Ability to maintain accurate records

Ability to work during and after natural disaster events with limited resources

Valid Florida Driver's License