Description
The Administrative Assistant provides comprehensive administrative and clerical support to the Public Works Department. This role performs a wide range of duties including scheduling, customer service, database management, document preparation, payroll support, inventory/asset management tracking, training coordination and records maintenance. The position requires a high degree of independence, technical proficiency, and familiarity with departmental functions related to streets, utilities, parks, and infrastructure services.
Examples of Duties
- Coordinate and schedule meetings, appointments, inspections, and use of conference rooms; maintain department calendars and signage.
- Answer and route phone calls, respond to email and in-person inquiries, and provide accurate information to staff and the public in accordance with departmental policies.
- Prepare and distribute agendas, take minutes at meetings, and maintain training logs and safety documentation.
- Create and maintain databases, spreadsheets, and documents using Microsoft Office tools (Excel, Word, Outlook, Access).
- Process work ordersand service requests into asset management system.
- Issue and track water meters; coordinate related inspections and maintain accurate inventory and records.
- Coordinate and track employee trainings, update SDS library.
- Prepare purchase orders, assign account codes, and maintain purchasing records; manage inventory and ordering of tools, supplies, and materials.
- Record, report and track incident and insurance-related information including injuries and accidents.
- Support preparation of grant documentation (e.g. for storm damage).
- Provide backup support to other clerical roles within the city and assist with the seasonal hiring processes.
- Other administrative duties as assigned.
Knowledge, Skills, and Abilities
- Strong knowledge of office procedures, record management, and municipal administrative practices.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook); ability to operate office equipment and software systems accurately and efficiently.
- Excellent verbal and written communication skills; ability to draft correspondence and edit materials.
- Strong organizational skills and attention to detail; capable of managing multiple priorities under deadlines.
- Skill in mathematical computations, budget tracking, and inventory control.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Interpersonal skills to effectively interact with staff, contractors, and the public in person, over the phone, and via written correspondence.
Supplemental Information
MINIMUM REQUIREMENTS
- High school diploma or GED.
- Three (3) years of progressively responsible administrative or clerical experience, preferably in a public works or municipal environment.
- Two (2) years of experience with Microsoft Excel and Word.
- Valid driver's license.
- One (1) year of clerical experience within a municipal public works department.
- Familiarity with OpenGov asset management software and public infrastructure terminology.
- Completion of advanced administrative training.
The City of Blaine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
