Job Title: Street Department Administrative Assistant
Department: Street Department
Reports To: Director of Streets, Facilities, & Solid Waste
FLSA Status/Pay Range: Exempt/$40,0000-52,000 (based upon qualifications)
Position Summary: The Street Department Administrative Assistant supports the daily operations of the City’s Street Department by providing administrative, clerical, and customer service assistance. This position plays a key role in coordinating communication between the public, field staff, and other City departments, while maintaining accurate records, tracking work orders, and assisting with departmental processes, financial documentation, and reporting.
Essential Duties and Responsibilities
- Serve as the primary point of contact for residents regarding street-related concerns, including potholes, drainage issues, snow removal, signage, right-of-way maintenance
- Receive, log, and track service requests and work orders; follow up to ensure timely completion through OpenGov
- Maintain and organize departmental records, including work orders, inventory logs, and project documentation
- Provide administrative support to the Director of Streets, Facilities, & Solid Waste and field staff, including scheduling, correspondence, and document preparation
- Process and manage invoices, purchase orders, and departmental expenses in accordance with City policies and procedures
- Assist with managing, tracking, and processing invoices and related documentation for the Mayor’s Office, ensuring timely submission and proper recordkeeping
- Manage transfer station deposits and invoices, including tracking and billing of charge accounts
- Prepare and submit required reporting to IDEM (Indiana Department of Environmental Management) in compliance with applicable regulations
- Maintain records related to City fleet fuel usage and mileage tracking
- Assist supervisors with managing and reviewing employee time off requests and timecards, ensuring accuracy and completeness prior to approval and payroll processing
- Communicate with the TSO Supervisor regarding missed trash, recycling, limb, and furniture pickups reported by members of the community, and assist in coordinating follow-up service
- Coordinate logistics for festivals and events, including working with street department crews, ensuring compliance with City guidelines, and serving as a point of contact for event organizers
- Coordinate with other departments (e.g., Utilities, Parks, Police, Mayor’s Office) regarding projects, service requests, and citizen concerns
- Prepare reports, spreadsheets, and summaries related to departmental activities, budgets, and projects
- Assist with tracking budgets, expenditures, and grant-related documentation as needed
- Assist with ordering office supplies, materials, and equipment
- Support planning and coordination of seasonal operations such as snow removal and leaf collection
- Ensure accurate data entry into City systems (e.g., payroll/timekeeping, work order systems, or financial software)
Knowledge, Skills, and Abilities
- Strong organizational and time management skills with the ability to handle multiple priorities
- Excellent customer service skills and ability to interact professionally with the public, including handling complaints or concerns
- Strong written and verbal communication skills
- Proficiency in Microsoft Office (Word, Excel, Outlook); experience with municipal software systems preferred
- Ability to learn and navigate systems such as work order tracking, financial software, or timekeeping systems (e.g., payroll systems like AccuPay)
- Attention to detail and accuracy in recordkeeping and financial processing
- Ability to maintain confidentiality and exercise good judgment
- Basic understanding of public works or municipal operations is a plus
Education and Experience
- High school diploma or equivalent required
- High school diploma or equivalent
- Minimum of 2 years of administrative or clerical experience, preferably in a municipal or public works environment
Working Conditions
- Primarily office-based with frequent interaction with field personnel and the public
- Occasional exposure to outdoor environments when coordinating with field staff
- May require lifting to 25 pounds (files, supplies, etc.)
- Business hours: Monday – Friday, 8:00-4:00 PM. This position is based on a standard 40-hour workweek. Regular attendance and the ability to work the full scheduled hours are essential to the role.
- May require occasional flexibility during emergencies or seasonal operations (e.g., snow events)
Additional Requirements
- Valid driver’s license preferred
- Must pass background check in accordance with City policy
Pay: $40,000.00 - $52,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- I have reviewed and I am aware of the salary range for this position, based on experience?
Work Location: In person
