Senior Administrative Specialist - Public Works

POSITION SUMMARY

Performs a variety of complex and high-level administrative and programmatic support duties, customer service, secretarial tasks, and records processing for a large department; coordinates contracted solid waste services, supports the Environmental Advisory Committee; works independently performing duties requiring the ability to interpret and apply departmental rules and regulations to a variety of situations.

An employee in this class is responsible for all administrative support functions, office management, resident service, secretarial, and office management duties in a large and complex department and performs paraprofessional program support duties. Work generally requires that employees independently handle certain activities such as information processing, report generation, fiscal controls, departmental software and electronic records, website updates, or a special aspect of a program or office activity. Work requires more independence and self-initiative in activities and may include more independence in communications, both written and oral. Work requires tact and discretion in handling sensitive or confidential matters in the program areas. Work requires a broad knowledge of departmental and Town operations. Policy change, budget approvals, contract changes, and precedent-setting situations are referred to the department head. Knowledge of the Town and related functions is needed. Guides may include a variety of written manuals and instructions, as well as oral instructions. Sound judgment, initiative, and work planning and organizing skills are required in performing the tasks. Work is performed under the supervision of the department head and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

ESSENTIAL FUNCTIONS

• Handles personnel, budget, purchasing, and other administrative functions for the department.
• Serves as an administrative liaison with Finance and Human Resources; distributes personnel and financial procedure updates and directs payroll and timekeeping questions to the responsible Town staff.
• Plans and organizes administrative workflow of the office to accomplish the needs of management.
• Works closely with management in budgeting, purchasing, and procurement; compiles data to support annual budget development; tracks expenditures, encumbrances, and available balances across divisions; reviews and processes numerous invoices covering multiple divisions and a wide variety of supplies, equipment, and materials that involve different codes; enters data, tracks, and generates reports on expenditures; tracks and adjusts budget for expenditures.
• Screens calls and inquiries, responding to citizen inquiries related to the Public Works Department questions and operational concerns; secures information via telephone or personal contact; receives and greets visitors; answers many inquiries independently.
• Reviews invoices for correct coding, supporting documentation, purchase order references, and required approvals; prepares accounts payable for submission to Finance; researches discrepancies; obtains vendor credits; and maintains payment records.
• Creates purchase requisitions; follows up on purchase orders; answers staff questions pertaining to budget balances; runs reports; and coordinates year-end carryforward or closure of purchase orders with Finance
• Collects, codes, reconciles, scans, and uploads departmental purchasing card receipts; obtains required cardholder and Director approvals; identifies missing documentation and discrepancies; and coordinates corrections with cardholders and Finance.
• Maintains departmental personnel records in accordance with Human Resources procedures; coordinates required personnel forms and communications; and appropriately protects confidential or sensitive information.
• Coordinates the Town’s solid waste, recycling, and yard waste services, including assisting with contractor oversight and contract administration, resident service and issue resolution, ordinance and contract compliance, service accommodations, invoice review and reconciliation, reporting and data tracking, recycling calendar coordination, recycling cart purchases, and support of the procurement and contract renewal process.
• Maintains monthly sanitation tonnage and resident call or complaint reports; compiles and submits the annual Solid Waste and Materials Management Report to the State; and retains submission confirmations and approved reports.
• Serves as staff liaison to the Environmental Advisory Committee; coordinates meeting schedules, agendas, reports, review and distribution of minutes, guest participation, and follow-up on committee recommendations with the Chair, Director, and Town Clerk; attends evening meetings as assigned.
• Maintains Powell Bill street records and change lists; coordinates map updates and certifications with Engineering and the Director; prepares the certified statement, obtains required signatures, and submits approved materials through the State reporting system; tracks related deadlines and coordinates with Finance on expenditure reporting.
• Writes and sends letters, memoranda, reports, and other materials.
• Maintains office equipment and orders all office and department supplies.
• Maintains office or departmental records and files; initiates appropriate follow-up or further action based on the status of office activity.
• Designates work to department supervisors relating to public works issues, etc.
• May provide assistance to citizens, contractors, developers, and other members of the public as well as other members of the department.
• Requires attendance at assigned evening committee meetings and occasional meetings outside regular office hours.
• Performs related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of office practices and procedures, and of administrative support duties and tasks.
• Thorough knowledge of department policies, rules, and procedures covering varied functions.
• Thorough knowledge and ability to use correct grammar, vocabulary, and spelling.
• Skill in using office and departmental software, including word processing, spreadsheets, financial and purchasing systems, purchasing card systems, electronic records, and service request tracking tools; ability to learn new applications and Town procedures.
• Thorough knowledge of the Town’s departments, functions, and personnel.
• Considerable knowledge of financial recordkeeping, invoice and purchasing card reconciliation, budget balances, and arithmetic used in administrative work.
• Skilled in planning, setting priorities, and organizing work.
• Skilled in establishing and maintaining effective office processes and files for easy retrieval of files and reports.
• Skilled in effective use of spreadsheet software and formulas for calculations.
• Working knowledge of contracted solid waste services and the ability to apply service policies, contract provisions, and reporting procedures; ability to coordinate committee records and annual reporting deadlines.
• Ability to research, gather, and analyze data, generate reports, and provide accurate information to management, other employees, and the public.
• Ability to communicate effectively in person, by telephone, and in writing.
• Ability to be tactful and courteous yet firm as needed.
• Ability to establish and maintain effective working relationships with co-workers and the general public.

PHYSICAL REQUIREMENTS

• Must be able to physically perform the basic life operational functions of stooping, reaching, standing, fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work, exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Must possess the visual acuity to work with data and information, perform clerical and administrative tasks, and operate a computer terminal.

WORKING ENVIRONMENT

This position is primarily based in an office environment. Employees will work in a setting that includes standard office equipment such as computers, telephones, printers, and other office technology. The workspace is typically climate-controlled, but employees may encounter fluctuations in temperature depending on building conditions. Employees are expected to maintain a clean, organized, and safe work area, adhering to health and safety guidelines, including but not limited to ergonomics, emergency procedures, and general workplace conduct, to prevent accidents or injuries. While most tasks involve sedentary work, there may be occasional requirements for standing, walking, or lifting light materials. This position is subject to all State and Federal OSHA regulations, including but not limited to the following: bloodborne pathogens, hazard communication/GHS, personal protective equipment, slips, trips, falls, etc.

• High school diploma, GED, or high school equivalency from an accredited educational institute. Related coursework in business administration or accounting is desirable.
• At least three (3) years of progressively responsible office administration experience, including financial recordkeeping, purchasing or invoice processing, and direct customer service; or an equivalent combination of education and experience.
• Experience in local government, public works administration, contracted service coordination, or public committee support is preferred. 

CONDITIONS OF EMPLOYMENT

The Town of Matthews requires background checks to be conducted on the final candidate(s) applying for any position with the Town of Matthews. For this position, final candidates must pass a background process to include, but are not limited to, work history verification, professional/personal reference checks, pre-employment drug screening, criminal background, and driving record checks. During the selection process, candidates may be asked to take a skills test and/or participate in other assessments.

SUPPLEMENTAL INFORMATION

All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities.

The Town is an Equal Opportunity Employer. The Town of Matthews provides equal employment opportunities to all employees and job applicants and prohibits discrimination on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws in all terms and conditions of employment.

The Town of Matthews is an at-will employer