Executive Administrative Assistant - Public Works at West Valley City

West Valley City, Utah, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Apr, 26

Salary

67215.0

Posted On

10 Jan, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication, Organization, Budget Management, Technical Skills, Problem Solving, Data Analysis, Microsoft Office 365, Attention to Detail, Decision Making, Customer Service, Time Management, Team Collaboration, Confidentiality, Project Management, Emergency Management, Public Relations

Industry

Government Administration

Description

Description Come join a team dedicated to making a positive impact in our community, where the well-being of our residents is always our top priority. We offer flexible scheduling options (based on position) and foster professional growth through comprehensive training programs and learning opportunities. Shape your future in a career that empowers you to make a difference and thrive in a collaborative, purpose-driven environment. The Executive Administrative Assistant to the Public Works Director provides high-level administrative, organizational, and strategic support to the Director and serves as a trusted liaison between the Director, department leadership, City leadership, other departments, and the public. The position also helps manage complex budgets and capital improvement programs. This position requires discretion, sound judgment, initiative, strong communication skills, strong technical skills, and the ability to manage sensitive matters in this public-sector environment. Starting Pay: $56,602 - $67,215 a year (additional pay depending on experience) Schedule: 4 x 10-hour shifts per week, Monday - Thursday, in office Benefits: Health, dental, and life insurance, PTO and paid holidays, vision reimbursement plan Retirement: Utah Retirement Systems, Pension and/or 401(k) Posting Close Date: May close anytime after January 14, 2026 Requirements Essential Duties and Responsibilities Provide primary administrative support to the Public Works Director. Prepare, review, and coordinate meeting agendas, staff reports, presentations, correspondence, and City Council materials. Track Department action items, deadlines, and commitments; follow up to ensure completion. Handle confidential and sensitive personnel, labor, legal, and other matters with discretion. Act as a liaison between the Public Works divisions, other departments, City administration, contractors, other government entities and the public. Assist in department budget preparation and administration, consisting of multiple funds, divisions and accounts. Prepare budget opening requests, journal entries and track sold services. Process purchase orders and budget transfers. Assist in the preparation and tracking of capital improvement plans. Prepare, execute and track contracts and other procurements. Assist in preparation of goals for all divisions in the department. Monitor performance of divisions and achievement of goals. Report results to Director. Manage the Public Works Director’s Office including electronic filing, receiving and responding to correspondence, routing information, distributing mail, office supplies, and scheduling meetings and appointments for the Director. Courteously and efficiently receive and handle complaints and service requests. Maintain policy manual and standard operating procedure manual for the Department. Assist the Director in emergency management tasks. Assist Director in risk management. Track incidents, schedule Department incident review meetings as needed. Keep Department staff informed of activities of all divisions, which may affect other divisions or the public. Collect information on projects, major maintenance activities, public services and other pertinent work from all divisions. Post or distribute information to all Public Works divisions, and other City departments. Responsible for public awareness of projects, major maintenance activities, and public services for the entire department. Collect information from Public Works divisions and forward information to City communications staff. Monitor department webpages and ensure information is accurate and timely. Act as a back-up to the utility billing clerks, able to assist them as necessary. Assist in the preparation and execution of the Storm Water Management Plan for the City, holding the divisions and departments throughout the City accountable for their responsibilities within the Plan. Responsible for implementation of Storm Water Education and Public Involvement sections of Storm Water Management Plan. Implement the Storm Water Education plan to inform citizens and businesses on storm water regulations and best management practices. Arrange for and conduct storm water presentations and workshops for schools, businesses and public events. Prepare educational and informational displays and exhibits. Solicit and direct citizen participation and volunteer service projects. Assists in the planning and execution of department training events. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Personal skills: Excellent written and verbal communication in English, with a good understanding of grammar and sentence structure. Ability to establish and maintain effective work relationships. Must be able to react to change productively and handle other tasks as assigned. Ability to receive feedback on performance with a positive attitude, and willingness to suggest ideas to supervisor to improve procedures. Strong judgement and decision-making skills. Ability and willingness to discern/resolve problems with residents and others. Must be able to handle stressful situations and maintain a calm demeanor. High level of organization and attention to detail. A successful employee in this position will be a positive influence on others and will contribute to the leadership development of the various division managers and other Department employees. Knowledge, skills and abilities: Type efficiently and proficiently. Use Microsoft Office 365 tools, including Word, Excel, PowerPoint and SharePoint proficiently. Capable of learning financial, document archival, and asset management software. Knowledge of modern business practices and procedures. Ability to gather and analyze data and draw conclusions from the data. Knowledge of and ability to use information sharing applications and other emerging technology to share and disseminate information. Ability to work independently with minimal supervision. Education and/or Experience: High School Diploma or equivalent. Five years of administrative experience or equivalent. A combination of education and experience may be considered. Preference may be given to candidates with experience in budget management, financial systems or data analysis. Certificates, Licenses, Registrations: Possess a valid Utah Driver's License. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to sit, stand; use hands to handle or feel; and reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Indoor environment requiring movement within the Department, including the Public Works maintenance shops and other City offices. Requires light physical effort in an office atmosphere. Intermittent exposure to stress resulting from human behavior. Willingness and ability to work overtime to meet workload of the department where necessary. If you are reading this and hesitating to click "apply" because you do not check every box in the posting, we encourage you to go for it! A true passion and excitement for making an impact is just as important as work experience.

Responsibilities

The Executive Administrative Assistant provides high-level administrative support to the Public Works Director and acts as a liaison between various stakeholders. Responsibilities include managing budgets, preparing reports, and ensuring effective communication within the department and with the public.