Administrative Specialist - Public Works

General Definition of Work

Performs intermediate-level skilled administrative support duties for the Public Works Department and provides direct assistance to the public. Work is performed under the limited supervision of the Public Works Director.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Essential Functions

• Ensures smooth and efficient departmental administrative operations; disseminates information to appropriate personnel; directs workflow and ensures compliance with departmental guidelines, policies, and procedures.
• Serves as an active member of the administrative team, participating in collaborative problem-solving to enhance efficiency.
• Coordinates the development of staff reports; edits documents, tracks deadlines, and submits materials for the review process.
• Maintains, develops, and updates department filing systems and records management processes.
• Maintains the departmental calendar of activities and events; schedules meetings with elected and appointed officials; coordinates activities with other City departments, the public, and outside agencies.
• Updates and maintains the Department webpage, posting news and upcoming events.
• Screens office visitors and phone calls; responds to and resolves citizen complaints and requests for information regarding policies and procedures; sorts and distributes mail; drafts routine correspondence.
• Operates standard office equipment and software; inputs, retrieves, and organizes data and files.
• Assists with general department operations and completes special projects as assigned.
• Communicates and collaborates with staff in other departments to exchange information and coordinate shared programs.
• Schedules and maintains accurate records for department vehicle maintenance and uniform programs.
• Oversees the solid waste contract and attends associated administrative meetings.
• Processes accounts payable.
• Processes FEMA and KDEM filings and reimbursement documentation related to emergency events and storm damage clean-up.
• Maintains records retention systems in compliance with department guidelines.
• Assists with department safety training activities.
• Attends professional development training to stay current on relevant practices and procedures.
• Performs other duties as assigned.

Qualifications

Knowledge, Skills and Abilities

• Knowledge: Thorough knowledge of office administrative procedures, record maintenance, and word processing; working knowledge of bookkeeping and basic mathematics.
• Skills: Proficiency in Microsoft Office software and web-based applications; excellent public relations, organizational, verbal, and written communication skills; accurate typing and data entry skills; proficient operation of standard office equipment.
• Abilities: Ability to establish and maintain effective working relationships with City officials, employees, outside entities, and the public; exercise sound professional judgment, honesty, and integrity; anticipate and resolve operational problems; maintain focus in a fast-paced environment with distractions; interpret written instructions, reports, and policy manuals; demonstrate leadership and accountability; support the mission, vision, and strategic direction of the City of Bonner Springs; adhere strictly to all City ordinances and policies.

Education and Experience

High school diploma or GED with moderate experience in a similar administrative support role, or an equivalent combination of education and experience. Associate or technical degree preferred.

Physical Requirements

Work occasionally requires exerting up to 25 pounds of force. Position regularly requires sitting; frequently requires lifting and repetitive motions; occasionally requires standing, walking, and reaching with hands and arms. Tasks require preparing and analyzing written or computer data, operating office machines and motor vehicles, and observing general surroundings. Work occasionally requires exposure to outdoor weather conditions and is generally conducted in a moderately noisy environment.

Special Requirements

Valid driver's license.