Public Works Management Assistant

Under general supervision of the Director of Public Works, performs skilled administrative work to support the Engineering, Public Works, Utilities and Building Maintenance Divisions of the Public Works Department. Typical duties include: preparing and maintaining a variety of detailed records, reports and files, collecting and disseminating data and information, responding to concerns and questions from property owners, developers, contractors, builders and others, performs basic financial functions, assists staff with programs and projects, provides information, solves problems, responds to inquiries and performs related work as required.

The following is a description of some of the specific duties and responsibilities for this position. These are not to be construed as exclusive or all-inclusive as other duties may be required and assigned:

1. Provide customer service in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff.
2. Prepare and review invoices, electronic purchase orders, contractor payments, and check requests including applying the appropriate budget account numbers.
3. Prepare and process service requests to include documentation and follow-up on the services performed.
4. Review service request archives to assist with claims documentation and response.
5. Identifies, responds to, and resolves inquiries and issues utilizing knowledge of the department programs and operations.
6. Provides information and assistance to property owners, developers, contractors, builders and others regarding department programs and/or requirements, operations, policies and procedures.
7. Assist project managers in administering and coordinating the Village's projects by creating ads for bids, bid tabulations, contracts and specifications.
8. Assist Public Works Staff with receiving, processing, tracking and issuing of permits.
9. Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department.
10. Maintain the Village fuel system to include the issuance and programming of fuel keys, authorized users, preparation of required government reports, and monitoring of fuel system for compliance with regulatory requirements.
11. Complete and submit all necessary documentation to Wisconsin Emergency Management and EPA for reporting of physical and health hazards related to hazardous chemicals stored at various Public Works and Utilities facilities.
12. Coordinate printing and distribution of the annual Yard Waste Permits for Village residents.
13. Prepare the annual State Recycling Grant application and all associated reports and submittals.
14. Monitor recycling program compliance through complaint tracking and following up on potential recycling violations.
15. Organize and maintain the records management and project index system.
16. Draft and format letters for large-scale mailings to property owners ensuring all written material adheres to professional standards suitable for public distribution.
17. May formulate and draft agendas for Village Board and Committee agendas and provide follow-up action.
18. May be responsible for the preparation of payroll for the department, including record keeping of time-off usage and maintaining other personnel related activities and complex office record-keeping systems.
19. Acts as a liaison between divisions of department for coordination and communication of updates to policies and procedures, departmental projects, and department activities and business processes.
20. Identifies and resolves basic problems and refers more complex questions or concerns to appropriate staff.
21. Organizes and maintains Village documents and records in accordance with the current Records Retention Schedule as adopted by the Village Board.
22. Other duties as assigned.

1. Working knowledge of standard office practices, procedures, and techniques.
2. Working knowledge of business English, spelling, grammar, and punctuation.
3. Working knowledge of basic math.
4. Working knowledge of effective customer service techniques.
5. Working knowledge of MS Office products or comparable office product, word processing and data processing.
6. Working knowledge of Outlook with the ability to send, receive and save emails and attach documents.
7. Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment.
8. Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data. Knowledge of AgendaQuick, BS&A and/or Laserfiche desirable.
9. General knowledge of department specific programs and services.
10. Ability to apply and explain rules, regulations, policies and procedures related to a specific program or services.
11. Ability to perform basic word processing, editing, data entry and spreadsheet maintenance.
12. Ability to access and navigate the internet and Municipal or department-specific programs and applications.
13. Ability to add, subtract, multiply, and divide numbers accurately.
14. Ability to maintain and enhance skills, participate in on-going training and increase knowledge of Municipal, department and division services, policies and procedures.
15. Ability to adapt to new department/division policies, procedures, programs, and environment.
16. Ability to follow and understand oral and written instructions.
17. Ability to maintain confidentiality of records and information.
18. Ability to make minor decisions using standardized practices.
19. Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other Municipal departments/divisions, clients/customers, outside agencies, and the general public.
20. Ability to work effectively as a member of a team and deal with people in an effective and timely manner.
21. Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles.
22. Ability to organize and prioritize work.

1. High School Diploma or GED.
2. At least three (3) years of post-high school work experience providing administrative support.
3. One year of recognized post high school training in business, administrative professional or a closely related field may substitute for one year of the work experience requirement.

Please attach cover letter and resume to the application but not in lieu of completing the application thoroughly.
Communication regarding the status of this recruitment will be sent via email.

PHYSICAL REQUIREMENTS

Position requires extreme accuracy and prolonged sitting in the performance of daily duties and frequent repetitive keyboarding motion for preparing reports and other documents. The position also requires walking and some standing and light lifting of boxes. Lift frequently 10 to 20 lbs.

Performs all duties in conformance with Village policies as described in the employee handbook and adherence to state and federal safety policies and standards.

The Village of Menomonee Falls provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to 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. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

In compliance with the Americans with Disabilities Act, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.