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NEOGOV · 3 months ago

Administrative Assistant (Public Works)

Ketchikan, AK

Full-time

Onsite

Mid Level

$25.81/hr - $30.85/hr

3+ years exp

NEOGOV is seeking an Administrative Assistant for the Public Works Department, responsible for providing specialized administrative support to the Public Works Director and Deputy Director. The role involves performing complex administrative duties, managing departmental budgets, and maintaining organized filing systems.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Perform complex administrative duties in direct support of the department, independently and with minimal supervision

Collect and monitor timecards and work-hour data, ensuring accuracy, completeness, and proper cost allocation. Assist in monitoring overtime and employee work schedules

Collect, organize, and present information from several sources for inclusion in special or routine reports and grant applications, including but not limited to reports for Assembly meetings, and reports or applications to State agencies (e.g., Alaska Department of Environmental Conservation, Department of Natural Resources)

Process and track department forms and reports such as work orders, utility permits, on-site waste treatment systems, vehicle vouchers and others

Prepare meeting packets for Service Area Board meetings; coordinate with the Clerk’s Office regarding advertising, public notices, and communications with Service Area chairpersons

Prepare agenda items, correspondence, reports, meeting minutes, statistical charts, public communications, and other documents, ensuring accuracy, completeness, and compliance with policies and procedures

Assist in the development of short- and long-range plans; collect, interpret, and present data for studies, reports, grants, and recommendations; coordinate activities with other departments and agencies as needed

Monitor and manage the departmental budget as requested, including tracking expenditures, supporting procurement activities, and assisting in annual budget preparation

Maintain organized filing and recordkeeping systems, including project archives, records retention, and document management

Provide administrative support such as arranging meetings, schedules, and travel; answering telephones and directing inquiries; and attending evening meetings as required

Provide training and guidance to employees in similar positions regarding job procedures and techniques, unless specialized certification is required

Establish and maintain open and positive professional relationships between Public Works and other departments, staff, the general public and contractors

Perform other related duties as assigned by the Director or Deputy Director

Qualification

Advanced office practicesCustomer service skillsOrganizational skillsOffice equipment operationTime managementInterpersonal skillsProblem-solvingConfidentialityTeamworkEffective communication

Required

Knowledge of advanced office practices and applicable laws, regulations, and policies

Ability to work independently, manage time effectively, and problem-solve

Strong organizational skills with ability to maintain filing systems, research, prepare reports, and preserve confidentiality

Professional demeanor and strong customer service skills, with ability to exercise tact and diplomacy

Ability to establish and maintain cooperative relationships with staff, supervisors, and the public

Strong interpersonal skills, including effective telephone communication, conflict resolution, and teamwork

Proficiency in grammar, spelling, and general office procedures

Ability to operate standard office equipment, including computers, copiers, and word processing systems. Computer knowledge required

Valid State of Alaska Driver's License with acceptable driving record

State of Alaska Notary Public Commission

High school diploma or GED equivalent

Three to four years of administrative or secretarial experience, desired

Benefits

Participation in the Alaska Public Employees’ Retirement System (PERS);

Health, vision and dental benefits provided by the Borough through Meritain Health effective the first of the month following your start date. The premium associated with health benefits are $25 per pay period, however, the Borough encourages participation in the Healthy Merits Wellness Program, which allows each covered employee to “buy back” the anticipated premium through wellness participation.

Paid Time Off (PTO) accrued at a rate of 176 hours or 22 days per year for the first two years and thereafter at higher levels set out in the Borough Code (KGBC 3.30.030).

Eleven paid holidays every year and two annual floating holidays.