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Position Summary JOB SUMMARY: Under general supervision of the Public Works Director, performs a wide variety of administrative, technical, and confidential support duties for the Public Works Department. Coordinates departmental administrative operations including contract administration, records management, procurement support, workflow coordination, budget support, project tracking, and communications. Prepares reports, correspondence, presentations, and other documents; assists with compliance and recordkeeping requirements; serves as a liaison with internal and external stakeholders; and performs related work as assigned.

The ideal candidate possesses the ability to follow a management philosophy that is input-oriented; values fairness, problem solving and the development of partnerships; works effectively as a member of a team; and desires to be part of an organization that values service, people, integrity, responsibility, innovation and teamwork. DISTINGUISHING FEATURES OF THE CLASS: Work in this class involves providing executive-level administrative support to the Public Works Director and Assistant Director while serving as the department's primary coordinator for contract administration, procurement support, budget support, records management, and department-wide administrative functions. Responsibilities include contract administration, procurement support, records management, project coordination, compliance monitoring, budget support, preparation of departmental communications and reports, and coordination of administrative processes across multiple Public Works divisions.

Work requires independent judgment, discretion, attention to detail, and the ability to manage multiple priorities and confidential information. An important component of this position is supporting a high-performing, data-driven, outcome-focused organization through process improvement, cross-divisional coordination, and administrative systems that improve efficiency, accountability, and customer service. Assignments are received through general direction from the Public Works Director.

Work is reviewed through conferences, reports, records, project outcomes, and effectiveness of administrative support services provided gating work to others to ensure assignments are completed in a complete and timely manner. Job Duties Provide executive-level administrative support to the Public Works Director and Assistant Director and assist in managing departmental priorities, schedules, meetings, and workflow. Coordinate departmental contract administration activities, including preparation, routing, tracking, and monitoring of contracts and related documents.

Assist with procurement activities including requests for proposals, vendor communications, bid documentation, invoice processing, and coordination with Purchasing and Legal staff. Maintain organized electronic and physical records systems in accordance with established retention schedules and City policies. Prepare reports, correspondence, presentations, policy documents, project summaries, grant-related materials, and City Council support documents.

Assist in budget preparation and monitoring activities. Monitor administrative processes to support compliance with applicable laws, regulations, City policies, internal controls, and audit requirements. Serve as a liaison with City departments, contractors, consultants, vendors, community organizations, regulatory agencies, and members of the public.

Coordinate departmental projects, training activities, process improvement initiatives, technology implementation efforts, and documentation of standard operating procedures. Conduct research, benchmarking, data collection, and analysis to support operational improvements and strategic decision-making. Provide guidance and support to administrative staff, temporary personnel, interns, or other assigned personnel.

Respond to internal and external inquiries and requests for information. Maintain confidentiality of sensitive personnel, financial, legal, and operational information. Perform other duties as assigned.

KNOWLEDGE , SKILLS, AND ABILITIES Administrative and Management Practices: Knowledge of modern administrative methods, office management practices, workflow coordination, and organizational systems used to support a large, multi-division department. Ability to manage schedules, prioritize tasks, coordinate workstreams, and provide high-level administrative support with accuracy, discretion, and efficiency. Contract and Procurement Administration: Knowledge of contract terminology, document routing processes, procurement requirements, City policies, and compliance expectations.

Ability to prepare, track, and monitor contracts; assist with RFP processes; coordinate with Purchasing and Legal; and maintain accurate and complete documentation. Financial and Budget Support: Understanding of basic accounting, budgeting principles, and financial documentation. Ability to assist with budget preparation, track expenditures, support financial reporting, and maintain organized and compliant financial records.

Technology and Electronic Systems: Proficiency with standard office software, document workflow platforms, records management systems, and electronic communication tools. Ability to learn and use City technology systems, enterprise platforms, and digital tools to improve efficiency and support departmental operations. Written and Verbal Communication: Skill in preparing clear, well-organized correspondence, reports, presentations, summaries, and City Council materials.

Ability to follow and compose written instructions, communicate information effectively, and represent the department professionally in all interactions. Reading Comprehension: Ability to read, understand, and apply policies, procedures, regulations, contracts, technical materials, and written instructions with accuracy and attention to detail. Critical Thinking and Problem Solving: Skill in analyzing situations, identifying issues, evaluating alternatives, and recommending or implementing solutions.

Ability to support process improvements, document procedures, and contribute to data-driven decision-making. Judgment, Decision-Making, and Confidentiality: Ability to exercise discretion, maintain confidentiality of sensitive information, and make sound independent decisions in alignment with established policies, internal controls, and departmental goals. Relationship Building and Interpersonal Skills: Ability to develop and maintain effective working relationships with employees, city officials, contractors, vendors, community partners, regulatory agencies, and the public.

Skill in active listening, diplomacy, and maintaining a service-oriented approach in all interactions. Coordination and Project Support: Ability to coordinate departmental projects, training activities, technology implementations, and process improvement initiatives. Skill in gathering data, conducting research, benchmarking practices, and tracking project progress.

Systems Evaluation and Analysis: Understanding of how administrative systems, workflows, and processes interact within a complex organization. Ability to assess system effectiveness, identify opportunities for improvement, and support implementation of changes that enhance efficiency, accountability, and customer service. Teamwork and Collaboration: Demonstrated ability to work cooperatively within a team environment, support departmental priorities, and contribute to an organization that values service, integrity, responsibility, innovation, and teamwork.

Physical and Workplace Requirements: Ability to sit or stand for extended periods, perform repetitive office tasks, operate standard office equipment, and lift up to 20 pounds occasionally. Ability to attend meetings and activities at various city facilities as required written and verbal communications skills, along with strong problem solving and organization abilities. Qualifications MINIMUM QUALIFICATIONS: Associate degree in Business Administration, Public Administration, or a related field; AND Five (5) years of progressively responsible administrative experience demonstrating increasing levels of autonomy, independent decision-making, and responsibility for complex administrative functions; OR Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Experience managing confidential information, coordinating administrative workflows, and ensuring compliance with policies and procedures. Basic Microsoft Office Suite experience. PREFERRED QUALIFICATIONS: Experience in municipal government.

Experience with procurement or contract administration. Experience supporting executive-level leadership. Experience with financial systems, document workflow systems, enterprise software platforms, or contract management systems.

Experience preparing reports, budgets, presentations, or City Council materials. Supplemental Information SUPPLEMENTAL INFORMATION: ESSENTIAL JOB FUNCTIONS: Work requires the ability to sit for extended periods; stand, walk, bend, reach, grasp and perform repetitive motions; communicate effectively verbally and in writing; operate standard office equipment; use computers and related software applications; and occasionally lift, carry, push, or pull office materials and supplies weighing up to 20 pounds. PHYSICAL WORKING CONDITIONS: Work is primarily performed in a standard office environment with frequent computer use and desk work.

Occasional attendance at meetings, training events, community meetings, and activities at various City facilities may be required. RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of their place of employment as soon as practicable after appointment, but within two years of appointment. FLSA (OVERTIME) STATUS: Exempt Our Commitment to You The City of Dubuque is committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities, in compliance with all applicable federal and state laws.

Our organization provides equal opportunities for all individuals, fostering a workplace that values innovation, collaboration, and work-life balance. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our growing community. In accordance with legal obligations our policies and practices are designed to ensure fair treatment and foster a respectful workplace where all are encouraged to apply.