Be part of the City of Sequim Public Works team in a vital support role that helps keep projects, services, and communication with the public running smoothly. This is a great opportunity for someone who is organized, proactive, and motivated by work that makes a real difference in the community.Under the general supervision of the Public Works Business Assets Senior Manager, the Public Works Support Specialist performs specialized administrative and operational support work for Public Works administration, engineering, and field staff. This position helps maintain effective departmental operations by coordinating records, permits, public information, purchasing-related processes, project documentation, and other administrative functions that support delivery of Public Works services.
The Public Works Support Specialist serves as an important point of contact for the public, staff, contractors, and partner agencies by responding to inquiries, providing information and maps, processing Public Works permits, coordinating public records requests, and assisting with service-related communications and follow-up. This position also supports engineering and project administration functions through maintenance of development and project records, bond and contract documentation, grant reimbursement support, invoice and pay request processing, and compliance tracking for federally funded public works projects.
SALARY RANGE: $29.05-$34.65 per hour
According to the Collective Bargaining Agreement, new hires will start in the lower end of the range.
This position is eligible for longevity pay, which entitles the employee to a 2% pay increase for every five years employed at the City, to a maximum of 8% after 20+ years. Taking these numbers into account, the salary for this position could ultimately range from $29.05 - $37.41 per hour, with the upper pay appropriate for an employee who had 20+ years of longevity with the City of Sequim.1. Provides General Departmental Support:
- Support Public Works staff and other department personnel with administrative related duties;
- Answer questions from the public related to city water and sewer issues and locations, streets, sidewalks, streetlights, traffic signals, stormwater, Public Works projects, permits, water and sewer connection fees and permit fees, permit inspections, contractor business licenses, maps, garbage/recycling, Parks, contact info for other agencies, concerns/complaints;
- Act as primary point of contact for Public Works’ Public Records Requests. Coordinate, research, and document findings according to strict deadlines using a specialized software program;
- Train/assist staff with purchasing processes, BARS coding on invoices and purchasing compliance requirements;
- Provide instructions, SMC information, and maps for the public;
- Prepare periodic reports to state, local, county and/or federal agencies;
- Main contact for the ERWOW Apprentice Program for Mentor Wage Reimbursement;
- Processes Public Works Site Construction, Right Of Way, Grading & Plumbing permits using a specialized software program & coordinate with city engineer/s and the public;
- Prepare / Assist with utility locate requests & confirm emergency locate requests are received and promptly inform appropriate Public Works staff;
- Respond to calls from security systems regarding alarms, and from Police Dispatch for emergency response needed from Public Works staff;
- Monitor after-hours call records for follow up action and correction to respond to the public / staff with inquiries. Provide utility crew schedules to security staff;
- Provide supplemental support for Public Works Administrative Assistant.
2. Supports the Engineering Department and Public Works Project Management Personnel:
- Set up and maintain development records and documentation; coordinate and prepare Performance and Maintenance Bond Agreements;
- Serve as public information contact;
- Review & update L&I to ensure compliance & Certified Payroll documents are in our records from contractors on Federally Funded Public Works projects & that they comply with state and federal prevailing wage rates according to the contract;
- Prepare and submit grant reimbursement requests to agencies;
- Assist with invoice payment and pay requests; contract tracking; and
- All other tasks to support documentation of a capital project.
3. Maintains timely and regular attendance to support the work of the team.
4. Reports to duty during non-regular work hours as needed during City event emergency, to perform assigned administrative duties.
5. Performs other administrative and engineering support duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES- Knowledge and usage of correct English grammar, spelling, punctuation and vocabulary; ability to read, understand and follow written and verbal instructions;
- Knowledge of up-to-date office procedures with ability to operate office automated equipment, including computer, multi-line phone, multi-function copier, , etc.;
- Ability to interact with a wide variety of people/personal styles in varying situations with tact, professional demeanor and diplomacy, demonstrating maturity and emotional stability;
- Excellent customer service skills, with ability to work well under pressure with frequent interruptions while maintaining a sustained attention to detail and appropriate hospitality;
- Excellent business math aptitude and ability;
- Very good business writing skills;
- Ability to use software applications and tools including databases, spreadsheets, word processing, electronic email and calendar, and permitting software;
- Ability to work with confidential personnel documents;
- Ability to make decisions and problem-solve within the bounds of City procedures, policies, codes and expected quality of service; ability to weigh options and foresee consequences of decisions;
- Ability andwillingness to engage in ongoing learning about new software and Artificial Intelligence, with an understanding of their potential applications within the workplace to improve efficiency and effectiveness;
- Ability to keep commitments and adhere to deadlines; and
- Willingness to assist others in the accomplishment of departmental work priorities as opportunities present themselves.
Required Qualifications:- High school diploma or equivalent
- Intermediate computer skills, including Microsoft Office Suite
- Excellent customer service skills
- Satisfactory credit history
Desired Qualifications:- Two or more years of administrative work experience is highly desired.
- Public sector work experience for a municipality or public utility is desired
WORKING CONDITIONS
Duties are performed primarily in an office environment with sitting and/or standing for long periods of time, using standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
