MANAGEMENT ASSISTANT #1306

To assist the Public Works Department with work in the field of public works involving management and administration of public works projects. Responsible for assisting with the development and administration of public works contracts, policies, and permit programs.

Administers and participates in special projects, studies and contract services; establishes and maintains cooperative working relationships and participates in coordinating assigned programs, projects and services; provides departmental or program information and assistance to the general public; and performs a variety of tasks relative to assigned areas of responsibility, including conducting research, surveys and data analysis, etc .

Uses considerable initiative and judgment in day-to-day operations with important contacts required with the public, officials of outside agencies, contractors, and consulting firms. Work is performed under administrative direction and is reviewed by the Assistant Director of Public Works.

ESSENTIAL FUNCTIONS:

Must be able to communicate in the English language, orally and in written form with the general public and staff members using proper grammar, punctuation and spelling. Ability to use standard business writing practices and report preparation. (Daily)

Ability to apply knowledge to review, verify and research petitions, property ownerships, contract documents, and legal documents. (Daily)

Performs a full range of programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of assigned Public Works Department programs, special projects, studies, and contract provisions of services. (Daily)

Conducts a variety of studies and research for assigned area; collects, complies, and reviews information from various sources on a variety of specialized topics related to program area of assignment; participates in the preparation of reports that present data, identify alternatives, and make and justify recommendations. (As needed)

Performs a variety of special projects and assignments in assigned areas including project processing functions and implementation and coordination of assigned program components and projects; assumes responsibility for the administration of assigned programs; assists with the development of policies. (As needed)

Assists department in meeting compliance and reporting requirements of Federal or State regulations. (As needed)

Participates in the preparation of requests for contract services, equipment, and materials; evaluates proposals for contract services and special projects. (As needed)

Assists in the production of operational documents such as the annual budget and Capital Improvements Program. (As needed)

Makes presentations to the City Commission, and other City staff; serves as an administrative resource; coordinates pertinent information, resources, and work teams necessary for accomplishing tasks; works with outside groups and agencies to coordinate plans for proposed projects and to respond to their concerns. (As needed)

Attends and participates in community meetings; stays current on public works related issues. (As needed)

Establishes positive working relationships with representatives of community organizations, state/local agencies and associates, City management and staff, and the public. (Daily)

Communicates effectively through oral and written forms with developers, consultants, supervisors, and the public. (Daily)

Knowledgeable of state-of-the-art methods to keep informed of new technologies, procedures and processes. (Daily)

Financial management skills to monitor expenditures and control budgets of public improvement construction projects. (Daily)

Ability to legally operate a motor vehicle in the State of Kansas and maintain a valid driver’s license. (Daily)

Ability to operate a variety of office equipment including copiers, facsimile machine, and computer; utilizes various computer applications and software packages. (Daily)

NATURE AND SCOPE:

This position is part of the Public Works Department Administration Division. The Public Works Department encompasses three Divisions – Administration, Engineering/Operations and Water and Wastewater. Administration includes the Director of Public Works, one Assistant Director/City Engineer, one Executive Secretary, one Administrative Assistant, one Management Assistant and one Assistant Director for Water and Wastewater.

Public Works Engineering/Operations Division includes Engineering, GIS, Street Maintenance, Fleet Maintenance, and Traffic. Engineering Services includes Engineers, Engineering Aides, Engineering Project Coordinator, Engineering Technicians, and seasonal/temporary employees. GIS includes a GIS Coordinator, GIS Technician and Infrastructure Analyst. The Street Maintenance Division includes a Street Supervisor, Maintenance Crew Leaders, Equipment Operators, Maintenance Technicians, a Public Works Aide/Administrative Assistant, and seasonal/temporary employees. The Fleet Maintenance Division consists of a Maintenance Crew Leader, Equipment Mechanics, and a Welder. The Traffic Division consists of a Traffic Supervisor, Traffic Technicians, Maintenance Technicians, and seasonal/temporary employees.

The Water and Wastewater Division includes Water Treatment Plant, Wastewater Treatment Plant, Environmental and Water Distribution/Sewer Maintenance. Water Treatment Plant includes a Water Treatment Plant Superintendent, Plant Operators, and Plant Mechanics. Wastewater Treatment Plant includes a Wastewater Treatment Plant Supervisor, Laboratory Specialists, Plant Operators, Biosolids/Lift Station Technicians and Plant Mechanics. The Environmental group includes an Environmental Compliance Manager, three Environmental Specialists and a Biosolids Program Technician. Water Distribution/Sewer Maintenance consists of a Utilities Superintendent, Water Distribution Supervisor, Maintenance Crew Leaders, Water Service Crew Leaders, Meter Service Workers, Equipment Operators, Maintenance Technicians, two (2) Utility Location Specialists, and temporary/seasonal employees.

Electrical support services for the Department are provided by two (2) Electricians.

The Management Assistant reports to the Assistant Director of Public Works for Water and Wastewater.

This position performs a full range of administrative, programmatic, and work of a general or specialized nature involving the use of independent judgment and personal initiative. Key functions of the position include understanding the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understanding and applying pertinent laws, codes, and regulations as well as organization and unit rules, policies, and procedures with good judgment. Understanding of applicable policies, procedures, and work methods associated with assigned duties and analyzes complex technical, maintenance, administrative problems, evaluates alternative solutions, and adopts an effective course of action. Works independently in the absence of supervision. Plans and organizes work to meet changing priorities and deadlines. Deals successfully with the public, in person and over the telephone; responds tactfully, clearly, concisely, and courteously to issues, concerns, and needs.

The Public Works Management Assistant is accountable for the development, administration, and execution of public works contracts. The Public Works Management Assistant performs work in the field of public works involving management and administration of public works projects

Independent problem solving is a major function in this position. The ability to effectively analyze and recommend solutions involving encounters with regulatory compliance, and availability of equipment, labor, and supplies is required.

Exercising sound judgment in decision-making is a major function in this position. The ability to make frequent decisions about prioritizing department activities, purchasing and budget compliance, performing department duties in the most effective and efficient manner is required.

The Public Works Management Assistant performs varied assignments and completes individual projects in conjunction with the Public Works Department. The assignments do not necessarily follow a prescribed routine but consist of general duties requiring independent judgment. Special projects may also be performed as needed.

PRINCIPAL ACCOUNTABILITIES:

Performs functions of planning, organizing, scheduling, budgeting, and coordinating related to project activities; resolves complaints received from the public, on related projects

Coordinates project related activities with Federal, State, and County governments and with other City departments.

Provides representation at meetings and conferences with consultants and contractors to provide information and resolve problems.

Attends and presents material on projects to the City Commission, various civic clubs, Chamber of Commerce, and other groups.

Contributes to the timeliness of project completions by maintaining a good working relationship with fellow workers, subordinates, other professionals and agencies and the general public.

Keeps informed of new technologies and public works practices.

Assists in the production of operational documents such as the annual budget and Capital Improvements Program.

Portrays positive image in responding to professional public inquiries and public agencies concerning projects.

Creatively determines workable solutions to unique situations.

Participates in the development and administration of department goals, objectives, policies, and priorities; recommends, within City policy, appropriate service and staffing levels; allocate and monitor resources accordingly.

Attends and participates in group meetings and/or City Commission meetings as necessary.

Conducts research of principles and practices of other jurisdictions in order to develop new principles and practices for this organization.

Other duties as assigned.

KNOWLEDGE, SKILL AND ABILITY:

Basic knowledge of the principles and practices of municipal government; basic knowledge of municipal public works administration, planning and budgetary control; ability to direct and evaluate studies relating to methods to improve operations and efficiency; ability to plan and supervise the work of professional, technical and field employees engaged in departmental activities; ability to prepare and justify annual budget estimates and periodic reports of expenditures; ability to establish and maintain effective relations with other officials, employees and the public.

EDUCATION/TRAINING/EXPERIENCE:

Education

Graduation from an accredited four (4) year college or university with major in Civil Engineering, Business, or Public Administration or related discipline; Or an equivalent combination of education and experience determined to be directly related to above referenced requirements.

Required Knowledge

Basic knowledge of municipal government principles, practices, and procedures. Basic knowledge of administration, planning and budgetary control. Basic knowledge of public works related projects.

Skills/Abilities

· Ability to apply effective principles and practices in the administration of construction projects.

· Ability to apply knowledge of the principles and practices of management as applied to projects.

· Ability to communicate effectively with the public regarding the mission of the division and department.

· Ability to read and comprehend written material of a technical nature.

· Ability to organize files and effectively retrieve data.

· Ability to compose business correspondence and provide written communications that are grammatically correct and punctuated properly.

· Ability to make effective public presentations.

· Ability to apply creative problem solving techniques to address problems.

· Ability to establish and maintain effective working relationship with co-workers, Federal, State and County agencies, consultants, contractors, and the general public.

· Ability to effectively organize, direct, and coordinate activities of consultants and contractors in the implementation of projects with Federal, State, and County requirements.

· Ability to interpret, and utilize engineering plans, specifications, and reports.

· Ability to exercise authority and responsibility for scheduling and coordinating work related to capital or special projects.

· Ability to express ideas and to communicate technical information clearly and concisely verbally, and in writing.

Machines/Equipment Used:

Personal computer

Physical/Mental Demands/Working Conditions

· Must be able to cope with stress brought about by dealing with potentially irate and/or defensive customers, consultants, and/or contractors.

· Must be highly organized and able to perform in a very professional manner at all times.

· Must be able to exercise independent judgment in evaluating completeness and accuracy of technical information.

· Must be able to logically analyze situations and resolve discrepancies and correct errors.

· The position has a mix of office and field work. A higher percentage of time will be spent in the office performing sedentary work at a desk or computer. Visitations to the field will be necessary. Traversing terrain inherent to a construction site is necessary.

· Lifts objects weighing up to 30 pounds occasionally.

Supervision

Works independently with only occasional supervision needed.