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Title

Executive Assistant-Public Works 

Open Date 8/25/2020  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Exempt  
Bargaining / Non-Bargaining Non-Bargaining  
Division Public Works  
Location Engineering  
Reports To Director of Public Works  
Schedule Monday-Friday, 8:00 am-5:00 pm. Schedule may vary based on departmental need.  
Pay Rate $45,000-$55,000/yr.  
Description

SUMMARY
Executive Assistant to the Director of the Department of Public Works; Office Manager and payroll clerk for the Engineering Division. Serves as the Clerk for the Board of Public Works and the Board of Public Safety.

ESSENTIAL DUTIES AND RESPONSIBILITIES
This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.
• Assist Director and Deputy Director of the Department of Public Works with scheduling, organizing meetings, travel, and correspondence.
• Hire, train, supervise, schedule, evaluate, and handle personnel issues for the front office administrative support staff and customer service, for effective office procedures and efficient workflow.
• Provide administrative assistance to Engineering Division staff; process payroll and Human Resources forms for the Division of Engineering. Maintain payroll records.
• Maintain and purchase office supplies for Engineering Division, Board of Public Works, and Board of Public Safety.
• Compile and upload agendas and meeting files for each Board; create and upload minutes and transcribe recordings of meetings. Create schedules and meetings for each Board for the year. Post yearly schedules.
• Compose correspondence for both the Board of Public Works and Board of Safety.
• Upload project specifications and addenda to City website and local plan room with attention to legal deadlines.
• Create and issue summons; create legal correspondence, and schedule court hearings and Police and Fire swearing in ceremonies.
• Prepare yearly reports for State Board of Accounts of all Board approved documents.
• Publish legal notices with attention to legal deadlines.
• Manage electronic project bidding account.
• Supervise multiple filing systems for each Board and maintain accurate cross-refence records of all contracts, agreements, resolutions and documents; and Police and Fire hiring’s, retirements, disciplinary actions, and reports.
• Maintain Board of Works and Board of Safety on-line forms and website.
• Research and provide records for APRA requests and for City staff.
• Maintain State Gateway website for Local Government Contract uploading.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Assume additional duties and responsibilities as assigned.

QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 
Position Requirements

EDUCATION AND/OR EXPERIENCE
• High School degree required with college degree preferred.
• Proven experience as an executive assistant or other relevant administrative support experience.

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED
• In-depth understanding of entire MS Office suite and Adobe Acrobat.
• Efficiently organize tasks and projects; ability to prioritize work; coordinate and oversee many projects simultaneously.
• Ability to effectively manage an office staff.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.
• Ability to recognize and anticipate needs of the department and implement change.
• Respond promptly and professionally to customer needs and requests for service and assistance.
• Ability to compose correspondence for a variety of issues presented to each Board and the Director of Public Works. Must have discretion in dealing with confidential matters
• Exceptional research skills with use of multiple resources required.
• Kronos payroll experience helpful.
• Experience in government environment helpful.
Experience in legal research helpful

CERTIFICATES, LICENSES, REGISTRATIONS
• Valid Driver’s License required, or ability to obtain one.
• Indiana Public Notary required, or ability to obtain one.

EQUIPMENT
Computer, calculator, telephone, copy machine.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT
Work is performed in a normal office environment, sitting primarily. On occasion it may be required to research information in different areas / buildings. The noise level in the work environment is usually quiet to moderate in the office. Entire office is smoke free.

 
Required Pre-employment drug screen required  
About the Organization South Bend is the economic, educational, media, and cultural hub of a multi-county region spanning the Michigan-Indiana border. It's the fourth-largest city in Indiana with over 100,000 residents. South Bend's flourishing collegiate community and burgeoning tech industry have built upon the foundation of the city's industrial past to create a vibrant present and a promising future. The city's 14 institutions of higher learning, including the internationally renowned University of Notre Dame, infuse South Bend with creative energy in the arts, business, and technology. Combined with recent economic growth, strong neighborhoods, an affordable cost of living, exciting recreational opportunities, and thriving arts venues make South Bend a fabulous place to live, work, and, play.


***AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.***  
EOE Statement EOE/ADA Statement

The City of South Bend provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application/hiring process should contact the Legal Department's ADA Compliance Officer, Michael Schmidt, at legaldept@southbendin.gov and Human Resources at humanresources@southbendin.gov to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

The City of South Bend seeks to attract, develop, and retain the highest quality public safety officers, staff and administration. The City of South Bend is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from underrepresented candidates and others that will enhance our community in compliance with EO No. 1-2016 Section 1. Moreover, the City of South Bend prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).  

This position is currently not accepting applications.

To search for an open position, please go to http://CityofSouthBend.appone.com



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