West Valley Police Dept · 1 day ago
Executive Administrative Assistant - Public Works
West Valley City,UT,US
Full-time
Onsite
Mid, Senior Level
$57K/yr - $67K/yr
5+ years expWest Valley Police Dept is dedicated to making a positive impact in the community, and they are seeking an Executive Administrative Assistant to support the Public Works Director. The role involves providing high-level administrative and organizational support, managing budgets, and serving as a liaison between various stakeholders.
Law Enforcement
Responsibilities
Provide primary administrative support to the Public Works Director
Prepare, review, and coordinate meeting agendas, staff reports, presentations, correspondence, and City Council materials
Track Department action items, deadlines, and commitments; follow up to ensure completion
Handle confidential and sensitive personnel, labor, legal, and other matters with discretion
Act as a liaison between the Public Works divisions, other departments, City administration, contractors, other government entities and the public
Assist in department budget preparation and administration, consisting of multiple funds, divisions and accounts. Prepare budget opening requests, journal entries and track sold services. Process purchase orders and budget transfers
Assist in the preparation and tracking of capital improvement plans
Prepare, execute and track contracts and other procurements
Assist in preparation of goals for all divisions in the department. Monitor performance of divisions and achievement of goals. Report results to Director
Manage the Public Works Director’s Office including electronic filing, receiving and responding to correspondence, routing information, distributing mail, office supplies, and scheduling meetings and appointments for the Director
Courteously and efficiently receive and handle complaints and service requests
Maintain policy manual and standard operating procedure manual for the Department
Assist the Director in emergency management tasks
Assist Director in risk management. Track incidents, schedule Department incident review meetings as needed
Keep Department staff informed of activities of all divisions, which may affect other divisions or the public. Collect information on projects, major maintenance activities, public services and other pertinent work from all divisions. Post or distribute information to all Public Works divisions, and other City departments
Responsible for public awareness of projects, major maintenance activities, and public services for the entire department. Collect information from Public Works divisions and forward information to City communications staff. Monitor department webpages and ensure information is accurate and timely
Act as a back-up to the utility billing clerks, able to assist them as necessary
Assist in the preparation and execution of the Storm Water Management Plan for the City, holding the divisions and departments throughout the City accountable for their responsibilities within the Plan
Responsible for implementation of Storm Water Education and Public Involvement sections of Storm Water Management Plan
Implement the Storm Water Education plan to inform citizens and businesses on storm water regulations and best management practices
Arrange for and conduct storm water presentations and workshops for schools, businesses and public events
Prepare educational and informational displays and exhibits
Solicit and direct citizen participation and volunteer service projects
Assists in the planning and execution of department training events
Qualification
Required
Excellent written and verbal communication in English, with a good understanding of grammar and sentence structure
Ability to establish and maintain effective work relationships
Must be able to react to change productively and handle other tasks as assigned
Ability to receive feedback on performance with a positive attitude, and willingness to suggest ideas to supervisor to improve procedures
Strong judgement and decision-making skills
Ability and willingness to discern/resolve problems with residents and others
Must be able to handle stressful situations and maintain a calm demeanor
High level of organization and attention to detail
Type efficiently and proficiently
Use Microsoft Office 365 tools, including Word, Excel, PowerPoint and SharePoint proficiently
Capable of learning financial, document archival, and asset management software
Knowledge of modern business practices and procedures
Ability to gather and analyze data and draw conclusions from the data
Knowledge of and ability to use information sharing applications and other emerging technology to share and disseminate information
Ability to work independently with minimal supervision
High School Diploma or equivalent
Five years of administrative experience or equivalent
Possess a valid Utah Driver's License
Preferred
Experience in budget management, financial systems or data analysis
Benefits
Health, dental, and life insurance
PTO and paid holidays
Vision reimbursement plan
Utah Retirement Systems
Pension and/or 401(k)
Company
West Valley Police Dept
West Valley Police Dept is a law enforcement agency proudly serving in city of West Valley City.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase