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The City of Marion is seeking applicants with the experience and skills to provide high level administrative support to its Public Works Department. This is an opportunity to be a part of a dynamic, resilient team of professionals dedicated to making the City of Marion an exceptional place to live, work, and visit.The City offers a comprehensive employee benefits package, including employer-paid medical, dental, vision and life insurance; enrollment in the Local Government Employees Retirement System; a 5% employer contribution to a supplemental retirement plan with no required employee match; paid holidays; and paid time off. Job Summary: The Citys Public Works Department includes Administration, Streets, Sanitation, Fleet Maintenance, Water Utility Maintenance, Water Treatment, and Wastewater Treatment. The Program Support Specialist reports directly to the Public Works Director, who oversees all of those divisions. We are seeking candidates with strong administrative support skills as well as the ability to streamline processes and recommend efficiencies. Detailed Description of Duties:

• Employee independently performs administrative, secretarial, office, technical, financial, and services management duties that support the department. Conducts research on departmental projects. Secretarial duties are considered at the journey level and require tact and discretion in handling sensitive or confidential matters. Work requires a broad, comprehensive knowledge of departmental and City operations. Work involves recommending efficiency improvements; monitoring departmental spending, ordering supplies and equipment and authorizing payment; applying for and monitoring grants; maintaining departmental records and submitting information reports and data; researching and compiling information and preparing reports; and maintaining personnel and training records. Serves as the human resources contact for the Public Works Department. Precedent-setting situations are referred to the Public Works Director. Guides may include policies and procedures, general statutes and ordinances, written manuals and general instructions on special projects. Work is performed under the supervision of the Public Works Director and is evaluated through observation, conferences, and the quality and effectiveness of work completed.
• Responsibilities include but are not limited to:
• Serves as the primary point of contact for customers who communicate with the Public Works Department; provides information to and processes information from customers and the general public.
• Receives and files paperwork; maintains records, prepares reports, and files all records in accordance with any applicable federal and state regulations; compiles and submits records to reporting agencies as required; processes information requests.
• Improves efficiencies within the department by analyzing current systems and recommending specific methods and systems.
• Assists with development and management of various Public Works programs, including the Public Works Safety Program.
• Works closely with management in the annual budget process; generates data to support budget development; monitors expenditures throughout the year; orders equipment and supplies and authorizes payment of invoices; enters data, tracks and generates reports on expenditures; researches prices and expenses for budgets and other issues.
• Composes and types letters, memorandums, agendas, minutes, special reports, mutual aid agreements, legal documents, technical data and information, specifications, standard operating procedures, and other related materials.
• Coordinates a variety of requests for information from the Public Works Director; handles many tasks independently depending on the nature of the requests and the delegation of duties by the Director; compiles paperwork to apply for grants and submits paperwork to ensure compliance.
• Serves as the liaison be ween Public Works and City Administration; directs staff to the Human Resources Department for questions about pay, workers compensation, and employee benefits ; provides necessary documents to Finance; calculates and submits payroll to HR; prepares paperwork related to personnel actions; prepares accident/incident reports; maintains confidential employee personnel, medical and training files.
• Assists with IT related matters for departmental computers and printers; maintains contacts with vendors for support, warranty issues and problem resolution.
• Performs other related work as assigned.

Recruitment and Selection Guidelines:

Interested candidates will be assessed on the following knowledge, skills and abilities:

Considerable knowledge of office practices, procedures, and methods.

Considerable knowledge of Department policies, rules, and procedures covering varied functions and of other City departments, functions, and personnel.

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