HomeMy WebLinkAboutProgram Assistant - Public WorksUpdated: March 2024
CITY OF IOWA CITY – JOB DESCRIPTION
Posi�on Title: Program Assistant - Public Works
Department: Public Works
Division: Administra�on
Supervisor: Public Works Director
FLSA: Non-Exempt
Civil Service: No
Pay Grade: 26
Job Number: 2617
Job Summary
Administers assigned programs and projects. Performs general and specialized clerical and office
management func�ons for a City department. Serves as principal administra�ve support to
Public Works Director.
Essen�al Job Du�es and Responsibili�es
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
• Approves and issues excava�on permits, temporary right of way permits, u�lity
expansion requests, sidewalks construc�on permits and monitoring well permits.
• Oversees and administers Sidewalk Cafe Program including receipt of applica�ons,
prepara�on of documenta�on and recommenda�ons for considera�on.
• Supports the sidewalk inspec�on program for the City including no�fying property
owners, property owner billing and answering ques�ons from the public about the
program.
• Composes, prepares, and processes legal documents, temporary use right of way
agreements, sidewalk release agreements, license agreements and other documents to
be recorded.
• Prepares and coordinates documents for the City Council agenda including resolu�ons,
agreements, and other documents.
• Prepares budgets and monitors expenses for Public Works Administra�on, Engineering,
and Sidewalk Inspec�on.
• Inputs and processes invoices, check requests, contracts, and purchasing card
reconcilia�ons.
• Collects informa�on and prepares quarterly subdivision inspec�on and material tes�ng
invoices.
• Composes press releases; no�fies staff of events; maintains website informa�on.
• Monitors and nego�ates cell phone usage contracts for the division and department.
• Inputs, maintains, and ensures accurate informa�on is contained on the construc�on bid
informa�on website.
• Establishes and maintains the office filing system and computerized records; ensures
that files are maintained in good working order and are easily retrievable.
Updated: March 2024
• Composes, prepares, and types a variety of correspondence and other documents for
the department and resident inquiries.
• Receives and inves�gates ques�ons and complaints, responds to requests from the
public and City staff.
• Inputs, collects, and compiles data, reports, and informa�on for sta�s�cal and other
purposes and presents to appropriate party.
• Reviews and processes �me sheets and project �me hours bi-weekly.
• Answers the telephone, takes messages and refers callers to the appropriate person.
• Maintains and updates various records including infrastructure installed, subdivision
releases, project updates and escrows and deposits on file.
• Monitors the use of supplies and equipment and orders supplies and materials as
necessary.
• Conducts self in a manner which promotes and supports diversity and inclusivity in the
workplace and community.
• Performs other du�es as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educational institution and one year related
experience; or three years of related experience and/or equivalent combination of
education and experience. Experience in office management, writing, legal issues and/or
public relations.
• Valid State of Iowa driver's license with sa�sfactory driving record. National Incident
Management System Training ICS 100, IS 700 within two years of hire. Must be 18 years
of age. Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• Bachelor’s degree from an accredited educational institution; or four years of related
experience and/or equivalent combination of education and experience.
Knowledge, Skills, and Abili�es
• Ability to apply common sense understanding to carry out instruc�ons furnished in
writen, oral, or diagram form.
• Ability to calculate figures and amounts such as discounts, interest, commissions,
propor�ons, percentages.
• Ability to deal with problems involving several concrete variables in standardized
situa�ons.
• Ability to effec�vely present informa�on and respond to ques�ons from groups of
managers, clients, customers, and the general public.
• Ability to maintain inter and intra department confiden�ality.
• Ability to read, analyze, and interpret laws, ordinances and reports, general business
periodicals, professional journals, technical procedures, or governmental regula�ons.
• Ability to reliably and predictably carry out du�es.
• Ability to take and transcribe minutes.
Updated: March 2024
• Ability to write reports, business correspondence, and assist with bid documents,
procedure manuals.
• Knowledge of general office policies and procedures.
• Skill in interpersonal communica�on skills and ability to work with the public.
• Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word,
Excel, Outlook).
Supervision
No supervision of direct reports.
Physical Demands
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential duties and responsibilities.
While performing the du�es of this job, the employee is regularly required to talk or hear. The
employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or
crawl. The employee must occasionally li� and/or move up to 10 pounds. Specific vision abili�es
required by this job include close vision, distance vision, color vision, depth percep�on and
ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties and responsibilities of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
duties and responsibilities.
The noise level in the work environment is usually moderate. Du�es are generally performed in
an office se�ng with a controlled environment. The job requires si�ng for extended periods of
�me and the work may expose the employee to unpleasant social situa�ons and significant
work pace pressure. While performing the du�es of this job, the employee is occasionally
exposed to outside weather condi�ons.
Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act as Amended, the City will provide reasonable accommodations to qualified individuals with
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
Reviewed/Approved by: Ron Knoche, Public Works Director (4/2024)
Updated: March 2024
I have read and understand the duties and requirements of this job description, and I
agree that I can perform the duties of this position with or without reasonable
accommodation.
Employee Date
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