Public Works Project Assistant

Project Assistant - Public Works

This is a full-time, non-exempt hourly position.

JOB SUMMARY

This employee provides a high level of project support to the Public Works Department. Inducing preparing documents for the bidding process, including but not limited to distributing plans, submitting notices to the newspaper, website postings, bid tabs, taking notes and providing meeting minutes for meetings, sending out contracts, review bonds and insurance requirements. Writing the weekly Public Works newsletter that includes all capital improvement and subdivision projects that are in progress. Reviewing Davis Bacon Salaries on Federally funded projects.

This position also performs some administrative duties such as mailing notices for projects and easement documents. Pulling information on GIS for the public. Generating City Resolution and Ordinances for City Council Meetings.

The nature of this position is such that the employee has considerable independence in performing routine work. The Public Works Director provides minimal supervision and review unless the nature of the assignment dictates otherwise. An important function of this employee is that they shall be capable of relieving the supervisor of a wide variety of requests not requiring the supervisor’s attention.

ESSENTIAL JOB DUTIES & RESPONSIBILITIES

Project Assistant Duties:

Prepare documents for bidding including notice of hearing, posting on websites and creation of bid tabs.

Prepare and coordinate contracts, bonds, and insurance for CIP projects.

Update and distribute weekly construction update email.

Update website and google map of construction project information including road closures and detours.

Assist in project administrative tasks with staff.

Project Binder coordination. (Electronic and hard copies)

Taking and recording minutes for meetings.

Perform Davis Bacon Payroll Review for projects per funding source.

Enter, process, and charge for oversize and overweight permits.

Administrative Duties:

General administrative duties including but not limited to; answering the phone and being the front line of the department.

Enter, process, charge permits using permit software.

Prepare City Council Resolutions and Ordinances for the department and other city projects as needed

Process invoices.

Process incoming and outgoing mail.

Ordering supplies.

Work with other admin(s) both within and outside the department.

Other duties as assigned.

REQUIRED EXPERIENCE, EDUCATION AND/OR CERTIFICATIONS

Proficiency in using computer systems, web site entries, and the listed software applications associated with performance of assigned work is essential. Basic problem-solving skills associated with software applications used is expected.

Extensive knowledge of and experience with Microsoft Word, Outlook, and Excel are required.

The ability to learn and use proficiently within 6 months: Adobe Acrobat, ESRI ArcGIS Software, and City Municipal Permitting and Financial Software Applications.

Ability to effectively communicate in English with residents and employees by telephone, face to face or virtually

Ability to read, speak, write and understand English. Skilled in written and spoken communication of administrative and technical data with strong grammar/spelling knowledge sufficient to screen own work as well as that of others.

Strong communication skills, both oral and written, with sufficient command of English to effectively compose and edit documents is important; as is the ability to review technical documents, interpret and organize data and information.

Excellent coordination and people skills, including the ability to establish and maintain good working and interpersonal relationships with the public, management, City Staff, members of boards and commissions, elected officials, leadership of other government agencies, as well as with other private and public organizations.

Ability to perform general math calculations finding increases/decreases, calculating percentages, basic math and creating charts at a college level.

Ability to operate telephone, computer keyboard, calculator, typewriter, photocopier and similar electronic and manual office machines. Skilled in entering, organizing and retrieving data using computerized spreadsheets and databases.

Ability to sit for long periods of time for typing and computer work.

Ability to bend, reach, climb, stoop, and lift 40 pounds for filing and records retrieval.

Vision requirements: The standard for use with those whose work deals with preparing and analyzing data and figures, extensive reading, and the sue of a computer.

Required Physical Activities: Hearing, talking, finger dexterity and repetitive motions.

Ability to maintain clerical records and prepare accurate reports as required.

Ability to understand and implement oral and written instructions.

Good telephone skills and presence.

Ability to read and understand Public Works and Engineering Technical documents including legal descriptions, bid documents, bid bonds, insurance, MOA’s, MOU’s, easements, etc. and be able to explain engineering topics at a beginning engineering level to the public.

QUALIFICATIONS

High School diploma is required.

Two-year degree in an Engineering, Planning, or business administration or related field is preferred.

Four-years of experience in a similar role in a technical environment with exposure to the public would be advantageous. Any acceptable combination of education, training and experience that provides the above knowledge, abilities and skills may be substituted.

Must be able to acquire Iowa Department of Transportation Certification in Contract Administration II within one year of hire or equivalent (based on what IDOT provides)

Must acquire Notary within 3 months of hire.

POTENTIAL BACKGROUND CHECKS INCLUDE:

Sex Offender Registry

Criminal Background Check

Drug Screening

Driving Record

Pre-Employment Physical

This City of Marion is an equal opportunity employer. 

We value and celebrate diversity.

Employment is decided based on qualifications, merit, and business need.