Maureen Gluff picture

Human Resources Analyst

Maureen Gluff asstdeputyclerk@holmesbeachfl.org 941-708-5800

hello friends!

Job Opening - Public Works Clerk

PUBLIC WORKS CLERK
PUBLIC WORKS

ESSENTIAL FUNCTION:  The Public Works Shop Clerk is part of a collaborative work team and provides general administrative support and program coordination for the Public Works staff.  Work is characterized by technical and specialized administrative support of various activities within the department. 

Work is performed with general supervision.  The Public Works Clerk defines objectives, priorities and deadlines.  The Clerk performs assignments in accordance with policies, procedures and/or accepted practices.

CLASSIFICATION:   The position of Public Works Clerk in Public Works is considered a non-exempt position as defined by the Fair Labor Standards Act.

REPORTS TO:   The Public Works Clerk reports to the Director of Public Works.

SUPERVISES:  The Public Works Clerk has no supervisory responsibility.

CITY EXPECTATIONS:  Certain essential City services are required to be maintained in any civil emergency.  Depending on the type of emergency, any and all employees may be activated as essential employees in the event of any emergency.

ESSENTIAL DUTIES AND RESPONSIBILITIES:   

Essential duties and responsibilities may include, but are not limited to, the following:

  • Provides confidential assistance to the Public Works Director
  • Serves as the primary departmental contact to the public to receive, route, process and follow citizen inquiries, assisting to ensure the department provides complaint resolution and information in a timely manner
  • Assists in preparing grant applications and reviewing progress toward grant requirements
  • Assists and utilizes the City website and/or other programs and media to effectively communicate information to the intended audience
  • Assists the Director of Public Works in preparing and monitoring the department’s annual operating budget
  • Assists project team members in department planning, schedules and resources, including advertising and recording bidding procedures associated with department and capital projects, data research and provides project management support
  • Works with the City Clerk’s office in the maintenance of Public Works department records and preparing documentation in response to requests for public records
  • Identifies and schedules online and certification training for team members
  • Responsible for technical and clerical functions such as the collection and maintenance of the department’s database programs, including work order management, GIS mapping, hydrodynamic models and quantitative data and spreadsheets, producing correspondence, compiling information for staff reports and providing administrative support for meetings as assigned, including scheduling the meetings
  • Creates, tracks and maintains work orders for the Public Works department
  • Assists with planning and execution of Public Works community events, including project grand openings and other public events
  • Assists in storm water assessment program and assists with gathering information for the National Pollutant Discharge Elimination System (NPDES) and master drainage with City Engineer
  • Purchases and maintains supplies, materials and inventory for Public Works
  • Manages receipt, signature and preparation for payment of invoices, including the completion of purchase orders and audit sheets
  • Manages the receipt, creation, maintenance, use and disposal of Public Works records in coordination with the City Records Manager. 
  • Assists with the coordination of all info structure and capital improvement needs for the City
  • Assists in the management of Community Rating System (CRS) data collection, tracking and reporting
  • Reports to City Hall in the event of an emergency
  • Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice

JOB REQUIREMENTS AND QUALIFICATIONS:

Skills:

  • Knowledge of Public Works functions
  • Current office practices, procedures and equipment including computers and related software such as word processing, spreadsheet programs, web-based management systems and Adobe Suite
  • GIS mapping experience required
  • Knowledge of grant writing process preferred
  • Proper use of telephone etiquette and techniques and ability to assist in answering diverse inquiries
  • Outstanding communication and organizational skills
  • Understanding and following oral and written directions
  • Communicating effectively orally and in writing
  • Must have excellent multi-tasking abilities

Physical Requirements:  Daily routine requires average body strength for agility in reaching, stooping, bending, lifting and carrying

Educational Qualifications:

  • Two (2) years of college level course work or training in public or business administration, project management, office management, administrative assistance or a related field
  • Two (2) years of increasingly responsible administrative experience including some financial record-keeping experience, public contact and/or records management and at least one (1) year of administrative support to a department director/manager
  • Or: Any combination of education and experience which provides the applicant with the desired skills, knowledge or ability required to perform the job
  • Minimum required FEMA courses IS-100, IS-200 and IS-700 (can be obtained through the City)

Ability to:

  • Maintain regular, predictable and reliable attendance during scheduled hours
  • Maintain confidentiality and communicate with tact and diplomacy
  • Establish and maintain effective working relationships with staff, management, vendors, outside agencies, community groups and the general public
  • Analyze situations accurately and adopt and effective course of action
  • Organize work for maximum efficiency
  • Learn the policies, procedures, activities and programs of Public Works and the City of Holmes Beach quickly
  • Perform basic accounting tasks accurately
  • Perform technical and administrative duties with speed and accuracy
  • Organize and prioritize work assignments to meet schedules and timelines
  • Utilize computer software programs and other relevant software for assigned work
  • Communicate effectively, orally and in writing, including the ability to listen effectively and to explain complex issues, policies and procedures to internal and external customers

Other Requirements:

  • Valid Florida Driver’s License and a driving record which meets the City’s requirements
  • Multilingual is desirable
  • Successful completion of a pre-employment background check and drug screen

Salary:

$20.00 to $24.00 per hour commensurate with experience and education

Benefits:  Medical, dental, vision, life insurance, disability, pension and gym membership

The City of Holmes Beach is an equal opportunity employer

 Applications are required and a resume can be attached.

Applications

Forward completed applications to:  
     Maureen Gluff, HR Analyst/ Records Manager
     City of Holmes Beach
     5801 Marina Drive
     Holmes Beach  FL  34217