Administrative Assistant (Public Works) at Ketchikan Gateway Borough, AK

About the Department

Responsible for providing specialized administrative support to the Public Works Director, Deputy Director, and the department.

Position Duties

• Perform complex administrative duties in direct support of the department, independently and with minimal supervision.
• Collect and monitor timecards and work-hour data, ensuring accuracy, completeness, and proper cost allocation. Assist in monitoring overtime and employee work schedules.
• Collect, organize, and present information from several sources for inclusion in special or routine reports and grant applications, including but not limited to reports for Assembly meetings, and reports or applications to State agencies (e.g., Alaska Department of Environmental Conservation, Department of Natural Resources).
• Process and track department forms and reports such as work orders, utility permits, on-site waste treatment systems, vehicle vouchers and others.
• Prepare meeting packets for Service Area Board meetings; coordinate with the Clerk’s Office regarding advertising, public notices, and communications with Service Area chairpersons.
• Prepare agenda items, correspondence, reports, meeting minutes, statistical charts, public communications, and other documents, ensuring accuracy, completeness, and compliance with policies and procedures.
• Assist in the development of short- and long-range plans; collect, interpret, and present data for studies, reports, grants, and recommendations; coordinate activities with other departments and agencies as needed.
• Monitor and manage the departmental budget as requested, including tracking expenditures, supporting procurement activities, and assisting in annual budget preparation.
• Maintain organized filing and recordkeeping systems, including project archives, records retention, and document management.
• Provide administrative support such as arranging meetings, schedules, and travel; answering telephones and directing inquiries; and attending evening meetings as required.

ADDITIONAL JOB DUTIES:

• Provide training and guidance to employees in similar positions regarding job procedures and techniques, unless specialized certification is required.
• Establish and maintain open and positive professional relationships between Public Works and other departments, staff, the general public and contractors.
• Perform other related duties as assigned by the Director or Deputy Director.

Minimum Qualifications

QUALIFICATIONS:  

• Knowledge of advanced office practices and applicable laws, regulations, and policies.
• Ability to work independently, manage time effectively, and problem-solve.
• Strong organizational skills with ability to maintain filing systems, research, prepare reports, and preserve confidentiality.
• Professional demeanor and strong customer service skills, with ability to exercise tact and diplomacy.
• Ability to establish and maintain cooperative relationships with staff, supervisors, and the public.
• Strong interpersonal skills, including effective telephone communication, conflict resolution, and teamwork.
• Proficiency in grammar, spelling, and general office procedures.
• Ability to operate standard office equipment, including computers, copiers, and word processing systems. Computer knowledge required.

PHYSICAL ACTIVITIES INCLUDE:
Ability to hear, see (close, distance, color, peripheral, depth perception, and focus adjustment), and use hands for handling objects, tools, and controls.
Ability to climb, balance, stoop, kneel, crouch, and occasionally lift, pull, or carry up to 40 pounds.
Frequent use of office machines, including extended periods at a computer, copier, or writing by hand.
Frequent walking, stair climbing, standing, and sitting.

Other Qualifications

LICENSES:
Valid State of Alaska Driver’s License with acceptable driving record.
State of Alaska Notary Public Commission.
EDUCATION AND EXPERIENCE:  
High school diploma or GED equivalent.  Three to four years of administrative or secretarial experience, desired. 
Any combination of related education and/or related experience will be considered if the candidate possesses the demonstrated ability.

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