Management Assistant - Public Works


Director, Public Works/City Engineer (84)


Public Works


Public Works Administration 3010









JOB SUMMARY STATEMENT: Supports the Director, Public Works, as a senior management team member, provides technical, administrative, and managerial assistance across the department. Coordinates the areas of budget development and analysis, strategic planning, performance measurement, policy review and communications. Serves as a principal contact for other departments, governing body members and outside agencies for information inquiries. Coordinates the following activities: departmental web presence, various non-engineering projects, informational technology departmental items and agency accreditation. Provides assistance with agendas and preparation of staff comments for the Public Works Committee, department items for City Council and Committee-of-the-Whole meetings. This position is also responsible for research, developing reports, spreadsheets, recommendations and other critical management documentation for review by the department's senior leadership management team.


Assists management with the creation of policies and procedures related to the Department's Annex to the City's Emergency Operations Plan. Assists in coordinating training requirements as needed and tracks the training status of City Hall employees related to Emergency Management. Participates in emergency management operations for the City as requested. Carries out and/or performs other duties as assigned.

Assists in the development and implementation of the department's operating budget. Serves as the Department liaison with Finance to provide revenue projections, resolving budget issues and source of funding for out-of-budget proposals and projects. Monitors operating budget expenditures, provides internal budget controls, and assists the Director in determining budget priorities and developing an appropriate course of action. Develops and prepares end-of-year operating budget strategies including encumbrance of funds, evaluation and closure of open purchase orders, and reprioritization of department funds. Collects data and prepares operating reports on personnel actions, budget expenditures, year-end forecasts of expenditures, salary projections, capital project costs, maintenance costs, and operating costs. Assists the Director of Public Works with annual compensation plans as required.

Assists Director in developing a vision and strategic plan and annual goals for the Public Works Department. Responsible for evaluating coordinating implementation of long and short-term planning, goals, objectives and policies of the Department. Coordinates the selection and work processes of internal committees working on goal setting, evaluates the progress of actions, and develops/implements effective communication programs to educate and involve Department employees in the effort.

Coordinates the program cost analysis, performance measurement and benchmarking program for the Department. Serves as the Department liaison with the City Manager's office related to performance measures. Compares organizational performance to that of benchmarking partners and assists operating managers in determining reasons for variances and methods to improve performance.

Coordinates the Department's communications program including researching, writing and editing reports, articles, newsletters and other written documents to inform and educate internal and external audiences; advises on website development and the creation of informational displays and materials prepared by others for dissemination. Coordinates and manages the Department Web Pages to ensure the information is current, accurate and timely. Responsibilities include reviewing, redesigning, editing and writing information for the Web Page. Serves as the coordinator for the Department's and Intranet Committee and is the Department representative on the City's website Committee.

Assists in the preparation and distribution of agenda for the Public Works Committee meetings, to include assistance in preparing/reviewing staff comments, agenda order and overseeing final preparation of agendas with support staff, and presenting items as needed. Assists as needed in preparing the PW Committee Report for Council, Department items for Council agenda and Committee-of-the-Whole.

Coordinates staff requirements within the Department, including one-time, high priority requirements that originate with the City Manager, other Departments or outside agencies. Receives requirements, assigns responsibilities, provides assistance and guidance, sets suspense dates and reviews and/or develops final staff actions/documents/responses.

Serves as the project manager for various non-engineering projects, such as agency accreditation, facility remodeling/space evaluations, official functions and ceremonial activities. Directs and supervises project team members in completing project responsibilities.

Serves as the primary point of contact for facility-related items in City Hall. This includes service requests, facility maintenance issues, space studies, furniture upgrades, etc.

Serves as the primary point of contact for purchase cards and related purchase card activities for Public Works personnel in City Hall.

Acts as information contact for non-technical issues. Coordinates and provides information to the City's Communications Manager regarding Public Works activities. Responds to requests for information from the general public on questions related to the activities of the Public Works Department. Keeps Council Members, City Manager, and Department Director and the other division managers informed as appropriate.

Serves as the Department's liaison for all activities related to Information Technology, to include equipment upgrades, mobile phones, help desk tickets, etc.

Responds to requests for information from the public, keeps Department Director and division managers informed as appropriate.

Serves as the Department lead for leadership development activities at the City and Department level. Works directly with the Department Director in developing instructional curriculum and materials, serving as an advisor to the City training and development program and overseeing the department supervisor-meeting program.

Supports the divisions in the Public Works Department in development of the five-year infrastructure maintenance program and related maintenance budget and the five-year capital improvements program.

The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.

The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.



Bachelor's degree in business administration, public relations, marketing, or a related field of study, or an equivalent combination of formal education and experience. Must have a valid driver's license and maintain an insurable driving record.


Two years related experience and/or training, or equivalent combination of education and experience. Demonstrated experience in planning and management of projects, strong organizational and communication skills, ability handling sensitive projects and processes. Operates with considerable latitude for the exercise of independent judgment and action.


Excellent oral and written communication skills.

Analytical skills, including research skills, ability to interpret data, conceptualize and analyze information.

Budget-related skills, including advanced accounting, math, and statistics skills.

Strong customer service ethic.

Strong knowledge of personal computers and ability to work with a variety of software programs, such as spreadsheets, databases, word processing, webpage, desktop publishing, and presentation software applications.

Strong organizational skills.

Strong public speaking/presentation skills.

Must have excellent facilitation skills.

Strong marketing skills.

Must have strong time/project management skills.

Leadership skills.


Ability to learn and adapt to new computer technologies and software programs.

Attention to detail.

Ability to analyze complex issues, define problems, collect data, establish facts, and draw valid conclusions.

Ability to work on multiple projects simultaneously.

 Ability to respond to common inquiries from citizens, regulatory agencies, other units of government, and members of the business community.

Ability to make effective presentations to top management and citizen groups.

Diplomacy and judgment.

Ability to recognize and protect confidential information.

Ability to work independently.

Ability to train and guide others.

Meet deadlines.

Ability to read and comprehend federal, state, and local policies and regulations.


Ability to reach, stand, bend, stoop, push, and pull.

Ability to talk.

Ability to make and receive telephone calls.

Ability to identify and distinguish colors.

Ability to operate City vehicle.

Hand and eye coordination adequate to input computer and typewriter.

Ability to sit and reach with hands and arms.


Indirect: Other departmental personnel as required on a project basis.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.