Public Works - Administration

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 Keep in mind these are job descriptions, not job openings.

 

 

Public Works Director/City Engineer

Executive Management

 

 

PURPOSE OF POSITION: 

Plan, direct and oversee the operations of the Public Works Department, including engineering, water and wastewater treatment operations, and the maintenance of fleet, cemetery, airport, facilities, streets, sanitary sewer collection, water distribution, and storm drainage systems, with accountability for results in terms of costs, personnel and methods. Supervise department personnel, directly and through subordinate supervisors, in the performance of their duties. Ensure open communication with public for master planning, financial/fiscal responsibility, new regulations and in matters of safety and concern related to public works functions.

 

ESSENTIAL JOB FUNCTIONS: 

Develop and implement departmental goals and objectives. Plan and develop programs, policies and procedures related to areas of responsibility based on analysis of City growth, workload, staffing levels, and related economic and legislative influences to provide appropriate and effective services to the community. Prepare department budget request and necessary justifications for presentation to budget committee.  Manage and monitor approved department budget. Review and approve expenditures. Review progress and make modifications as necessary.  Manage and evaluate work of subordinates, including supervisory personnel.  Hear grievances and administer disciplinary action. Interview and effectively recommend hiring, disciplinary and termination actions.  Ensure provision of adequate training within department.

 

Perform professional engineering duties by preparing or reviewing technical papers, reports, plans and specifications, directing construction and planning activities, etc. Interpret technical materials for their impact on the City, e.g. mapping, regulatory agency requirements, etc. Develop and/or review, and approve construction standards, and plans and specifications for public works improvements. Direct the development of the various plans, e.g. Facility, Capital Improvement, Stormwater, etc. 

 

Oversee the conduct of necessary studies and analyses, preparation of related information and reports, and development of recommendations for the City Council. Attend City Council and various other meetings, providing input or other information and receiving direction or other information. Draft resolutions, ordinances and prepare and present reports for action by Council. Manage public works projects by developing scope of work, budget, work site inspection, coordinating with consultants, department staff, and/or other governmental bodies. Receive and resolve citizen complaints and concerns about public works functions and personnel.  Ensure compliance with and follow all safety rules and procedures established for work areas.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements: Broad knowledge of public works functions, engineering, and public administration. Thorough knowledge of the principles of supervision and personnel practices; materials, methods and techniques used in the construction, maintenance and operation of public works facilities; budgeting; and general knowledge of community and economic development concepts as they relate to public works functions. Equivalent to a complete four year university education in engineering discipline and eight years experience in public works or related environment which includes project management responsibilities, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.

 

Special Requirements/Licenses: Registration as a Professional Engineer in civil engineering in the State of Oregon, or ability to obtain within six months. Possession of valid Oregon driver's license (or ability to obtain).

 

Desirable Qualifications: Registration as a Land Surveyor and Water Rights Examiner in the state of Oregon. Knowledge of local laws, codes and Council policies affecting public works.

 

SUPERVISORY RESPONSIBILITIES:  

Responsible for over 50 seldom over 100 FTE, either directly or through subordinate supervisors.

 

SUPERVISION RECEIVED: 

Works under the general direction of the City Administrator.

 

 

Public Works Superintendent

Division Supervisor

 

 

PURPOSE OF POSITION: 

Responsible for the management, coordination, and supervision of daily public works operation and maintenance of the Cityís Public Works program. This includes the Water Treatment and Distribution systems (Reeder Reservoir, Hosler Dam, distribution reservoirs, potable water, Lithia water and non-potable irrigation systems), Wastewater/Water Reuse program (includes collection system and the treatment plant), Street Division (streets, storm drains, sidewalks and bike paths), Fleet Maintenance (shop and replacement), Facilities Maintenance (includes minor repairs and administration of janitorial contract), Cemetery Division, and Public Works Safety.

 

ESSENTIAL JOB FUNCTIONS: 

Performs a variety of complex public works coordination and administrative duties including but not limited to; planning, organizing, directing and coordinating an efficient program of maintaining and improving City public works systems and operations. Assists in coordinating public works activities with the work of other departments, divisions and agencies.  

 

Manages and evaluates the Public Works division supervisors to foster and develop a coordinated team approach to an effective, efficient public works operation. Provides consistent direction in accordance with the Public Works Director/City Engineerís program objectives. Assists supervisors in their development of divisional goals and objectives. Provides technical direction and problem resolution for Supervisors. Assists in resolving employee conflicts and union disputes.

 

Conduct research, prepare reports and provide information to commissions and the general public regarding public works operational practices. Respond to questions and complaints received from the public regarding areas of responsibility. Represent the Public Works Division at meetings as required. Make recommendations to the Public Works Director/City Engineer for the operating division budgets.  Administer annual Public Works operating budgets once approved.

 

Operate within and endorse safe public works operations and promote the Valdez Principles in daily work activities. Ensures open communication with the public in matters of safety concerns related to public works functions.

 

AUXILIARY JOB FUNCTIONS: 

Assists the Public Works Director with strategic planning for the department, resolution of issues, promotion of rapid integration of GIS in operational activities, incorporation and promotion of use of technology into the department's operation, and development of staff. Purchase materials and supplies. Maintain work areas in a clean and orderly manner.

 

Conduct research and special evaluation or studies of best operating procedures and advise the Director on appropriate changes. Maintain proficiency by attending training conferences and meetings; evaluate reading materials and coordinating with others in the same area of responsibility.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements: Knowledge of the accepted methods, techniques, practices and operations involved in public works: streets, water distribution, water line maintenance and construction, sewer construction and maintenance, heavy equipment, storm drain maintenance and installation, cemeteries and building maintenance. Workable knowledge of all safety practices needed in Public Works. Working knowledge of computer programs associated with the job, including Microsoft word processing programs, AutoCAD and GIS systems. Five years of increasingly responsible public works or utilities maintenance experience with at least three years in an administrative supervisory capacity. Graduation from an accredited four year college or university with major course work in engineering, technology, construction, management, public or business administration: or any satisfactory equivalent combination of experience and training, that provides the required knowledge, skills and abilities.

 

Special Requirements/Licenses: Possession of valid Oregon driverís license (or ability to obtain) with acceptable driving record.

 

Desirable Qualifications: Water Distribution Class IV Certification, Wastewater Collections Class IV certification, understanding of Cross Connection Control program. Knowledge and understanding of Valdez Principles.

 

SUPERVISORY RESPONSIBILITIES:  

Responsible for managing up to 50 personnel, either directly or through subordinate supervisors.

 

SUPERVISION RECEIVED: 

Works under the direction of the Public Works Director/City Engineer.

 

 

Public Works Management Assistant

Management/Confidential

 

 

PURPOSE OF POSITION: 

Perform a wide variety of administrative duties within the Public Works Department, primarily related to organizing department activities, project files, payments, office structure, etc. Duties also include researching grants, developing grant requests and administering grants. Coordinate citizen commissions, including preparing meeting agendas and minutes. Efficiently and successfully complete assigned projects requiring research, problem definition and technical writing. Assist management with tracking and monitoring consultant projects to ensure schedules and milestones are met. Assist the Public Works Director/City Engineer in various activities.

 

ESSENTIAL JOB FUNCTIONS: 

Organize office flow and project/program files. Ensure all project tracking is defined and followed. Assist Public Works Director/City Engineer and supervisors with project management (contract documents, payments, letters, etc.). Provide contact with the public and various departments and help to coordinate/facilitate solutions to customer inquiries and emergencies.

 

Coordinate (and facilitate when assigned) various Public Works citizen committees and commissions, e.g. Airport, Forest and Traffic Safety Commissions. Develop agenda, attend and facilitate meetings when assigned to ensure efficient and effective use of commissions.

 

Determine necessary tasks to ensure plan development, implementation and success with commissions and committees. Review relevant information and ensure incorporation into various plans. Respond to public inquiries related to Public Works function and assigned commissions and committees. Provide requested and/or needed information and resolve complaints and problems which arise.

 

Work on inter-departmental committees within the City where assigned committee/commission/interagency group activities affect or influence other departments.

 

Develop funding sources, research and determine appropriate data and prepare grant funding requests.  Follow all safety rules and procedures established for work areas.

 

AUXILIARY JOB FUNCTIONS: 

May assist in room set-up and take-down for meetings. Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in area of responsibility. Maintain work areas in a clean and orderly manner.

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS: Knowledge of word processing, spreadsheet and database software. Knowledge of mass public information methods, e.g. newsletters, media, etc. Knowledge of statistical analysis and research, analysis and presentation methods of technical information using an understandable format and terminology.   Broad knowledge of public relations, communication, small group dynamics and facilitation, and planning related to public/political processes. Knowledge of grant writing principles. 

 

Equivalent to a complete four year university education in communications, political science, planning, public administration or related field and over three years experience in direct contact and facilitation of public groups, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driverís license (or ability to obtain) and acceptable driving record.

 

DESIRABLE QUALIFICATIONS: Previous work experience in local government and/or experience utilizing geographic information. Previous experience working with and motivating volunteers. Knowledge of specific word processing, spreadsheets and database software utilized within the department.

 

PHYSICAL DEMANDS OF POSITION: 

While performing the duties of this position, the employee is frequently required to stand, sit, communicate, reach and manipulate objects, tools or controls. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may weigh up to 40 pounds. Manual dexterity and coordination are required less than 50% of the work period while operating equipment such as computer keyboard, calculator, audio/visual and other standard office equipment.

 

WORKING CONDITIONS: 

Usual office working conditions. The noise level in the work environment is typical of most office environments. Working with various commissions and committees requires attendance at evening meetings.

 

SUPERVISORY RESPONSIBILITIES:   

Supervision is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel on department policies and practices.

 

SUPERVISION RECEIVED: 

Works under the direction of the Public Works Director/City Engineer.

 

 

Administrative Assistant (Water and Streets)

Management/Confidential

 

 

PURPOSE OF POSITION: 

Perform a variety of administrative and reception duties in support of the Public Works Department. Maintain departmental records, files, correspondence and publications.

 

ESSENTIAL JOB FUNCTIONS: 

Answer the telephone, determine nature of call and answer questions or route/dispatch to appropriate person or department or take messages as necessary. Greet visitors, community members, customers, contractors, etc., to the department in professional, business-like manner, referring to other persons if necessary. 

 

Respond to general Public Works questions, concerns and service complaints received from the public both in person and over the telephone. As necessary, refer to appropriate departmental staff for detailed response.

 

Type a variety of documents, e.g. letters, forms, memos, agendas and minutes, reports, statistical, general financial and technical information, etc., from rough drafts and verbal instruction. Research and compile information. Synthesize monthly reports and items for newspaper, web pages and informative issues to our community. Compose routine correspondence and reports pertaining to Department with minimal instructions. Complete departmental forms.

 

Manage and maintain the work order system for Water, Sewer and Street Departments. Work with supervisors to identify and clarify tracking needs; customize programs as needed to facilitate reports. Provide training for supervisors and staff with asset management programs as needed.   Coordinate asset management records with GIS staff. Provide supervisors with job cost reports for customer billing. Provide month-end, annual and other reports as requested by supervisors, the superintendent and Finance Department.

 

Manage and maintain records for special programs (i.e. the City Cross Connection Program, etc.). Provide information to the public regarding these programs. This also includes special mailings, analyses of reports, coordination when inadequate information is received, and coordination with other departments/divisions.  Coordinate asphalt patching for water & sewer departments with engineering staff.  Compose public notices.

 

Establish and maintain a variety of files and records. Review and route incoming mail and materials. Prepare outgoing mail for delivery to postal authorities and delivery carriers. Maintain adequate levels of office supplies. Re-order or pick up supplies and materials from vendors or other City departments as necessary. Issue purchase orders and track administrative expenses for budgetary purposes. Make copies of plat maps, topographic maps, and other documents upon request from the public and other persons. 

 

Follow all safety rules and procedures established for work areas.

 

AUXILIARY JOB FUNCTIONS: 

Provide assistance to department personnel in such areas as computer software, form processing and completion, telephone operations etc. Maintain administrative proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility. Maintain work areas in a professional clean and orderly manner.

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS: Knowledge of general office practices and procedures; rules of effective English, spelling, usage and grammar; advanced knowledge of word processing and spreadsheet software; operation of standard office equipment; and, elementary accounting sufficient to monitor department expenditures and understand general budget tracking. General knowledge of engineering drawing and plat map terms and symbols. Equivalent to high school diploma, plus additional specialized training in office practices and accounting and four years administrative office experience, or any satisfactory combination of experience and training, which demonstrates the knowledge, skills and abilities to perform the above duties. Knowledge of specific word processing and spreadsheet software, specifically Microsoft Office, utilized within the department. 

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driverís license (or ability to obtain) and acceptable driving record.

 

DESIRABLE REQUIREMENTS: Ability to manage and schedule assigned tasks in a busy environment.

 

PHYSICAL DEMANDS OF POSITION: 

While performing the duties of this position, the employee is frequently required to sit, stand, read, communicate verbally and in writing, reach and manipulate objects, tools or controls. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on an regular basis such as files, books, office equipment, etc., which may weigh up to 25 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard and standard office equipment.

 

WORKING CONDITIONS: 

Usual office working conditions. The noise level in the work environment is typical of most office environments. 

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position. May provide supervision to temporary personnel, training and orientation to newly assigned personnel on department administrative policies and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Public Works Superintendent.

 

 

Account Clerk I

IBEW Clerical Technical Union

 

 

PURPOSE OF POSITION: 

Perform a variety of administrative, clerical and reception in support of the Public Works Department. Maintain departmental records, files, correspondence and publications.

 

ESSENTIAL JOB FUNCTIONS: 

Answer the telephone, determine nature of call, route to appropriate person or department or take messages as necessary. Greet visitors, community members, customers, contractors, etc., to the Community Development and Public Works departments in a professional, business-like manner, referring to other staff as appropriate. 

 

Respond to general Public Works questions, concerns and service complaints received from the public, both in person and over the telephone. As necessary, refer to appropriate staff for detailed response.

 

Type a variety of documents, e.g. letters, forms, memos, agendas and minutes, reports, statistical, general financial and engineering information, etc., from rough drafts and verbal instruction. Research and compile information for projects, including grant applications, safety plans, land use applications, etc. Organize and distribute information regarding the departmentís activities. This includes, but is not limited to, various committee meetings, construction and engineering advertisements, and the updating of items for the newspaper, web page and other informative issues. Compose routine correspondence and reports pertaining to department with minimal instructions. Complete departmental forms. Collect and receipt money received from the public.

 

Attend and take minutes for various commissions (i.e. Airport, Forest and Traffic Safety Commissions). Coordinate information such as agendas and meeting minute notes for distribution. Maintain mailing information for committee members and other pertinent individuals. Compose public notices to inform community of upcoming events. Aid in the drafting and publication of brochures, summaries, mission statements and goals to support the various commissions.

 

Provide general clerical assistance to supervisors, Public Works Superintendent and Public Works Director.

 

Update, log, distribute and coordinate permitting for the Public Works Permits to ensure compliance with necessary applicable standards. Issue and coordinate permit routing and approval with various departments which affect various jurisdictions. Coordinate enforcement with code compliance and engineering standards.  Update and maintain current contractor prequalification database. Alert Public Works staff on the standing of various contractorsí performances. Review and coordinate correspondence with contractors regarding the prequalification process.

 

Establish and maintain a variety of files and records, including permits, survey information, master plans, departmental activities, correspondence, etc. Review and route incoming mail and materials. Prepare outgoing mail for delivery to postal authorities and delivery carriers. Price, order and purchase office supplies for Community Development and Public Works Administration Building. Re-order or pick up supplies and materials from vendors or other City departments as necessary. Issue purchase orders and track administrative expenses for budgetary purposes. Make copies of plat maps, topographic maps, and other documents upon request from the public and other persons. 

 

Follow all safety rules and procedures established for work areas. Attend monthly safety meeting and document attendance of departmental staff to assist the safety coordinator to meet OSHA requirements.

 

AUXILIARY JOB FUNCTIONS: 

Provide assistance to department personnel in such areas as computer software, form processing and completion, telephone operations etc. May be required to serve as staff liaison to City Commissions during absence of other department personnel. Maintain administrative proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility. Maintain work areas in a professional clean and orderly manner. May be required to perform tasks of the Public Works Administrative Assistant during absences. 

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS: Knowledge of general office practices and procedures; rules of effective English, spelling, usage and grammar; advanced knowledge of word processing and spreadsheet software; operation of standard office equipment; and elementary accounting sufficient to monitor department expenditures and understand general budget tracking. General knowledge of engineering drawing and plat map terms and symbols. Equivalent to high school diploma, plus additional specialized training in office practices and accounting and four years secretarial experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Knowledge of specific word processing and spreadsheet software, specifically Microsoft Office, utilized within the department. 

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driverís license (or ability to obtain) and acceptable driving record.

 

DESIRABLE REQUIREMENTS: Ability to manage and schedule assigned tasks in a busy environment. Notary Public.

 

PHYSICAL DEMANDS OF POSITION: 

This position has an overall job strength rating as light. As such, the employee is:

         occasionally asked to stand, most often not more than 1-2 hours cumulative per day on carpeted floors;

         spends up to 6.5-7 hours sitting per day in adjustable office ergonomic chair in which the position can be varied at will and alternated with standing and walking;

         infrequently asked to drive, most often only for out-of-office meetings whereby employee operates personal vehicle (infrequent driving time can vary between 15 minutes to 6.5 hours);

         able to change work position at will, take short standing/walking breaks as needed, and/or alternate job tasks for position variance;

         required to walk, generally within immediate office environment walking on mostly carpeted surface, and can occur off and on throughout a work day, with short distances within 500 feet;

         frequently required to carry office items, supplies and/or files of up to 5 pounds and infrequently carry up to 20 pounds within the office distance of 500 feet;

         frequently required to lift/lower such office items as files of up to 5 pounds, usually between floor to shoulder height, and infrequently to occasionally lift/lower items up to 20 pounds, usually between floor to waist height;

         infrequently required to occasionally push/pull up to 20 pounds of force using rolling cart or dolly, usually within office environment and/or to personal vehicle, with lesser occasionally to frequently push/pull force to open/close file drawers;

         usually not required to bend from waist or knees;

         usually not required to twist;

         occasionally to frequently required to forward reach for supplies, desk items and filing, but infrequently required to reach overhead for office/mailing supplies, yet can use a step stool;

         frequently to continuously required to use computer, mouse, phone and other office work tasks; occasionally required to grasp or grip with hands, especially for carrying, using mostly light force;

         occasionally required to write and perform other tasks by using fingers to exert force;

         not required to climb stairs if elevator is used;

         not required to balance;

         not required to kneel, but may occur by worker choice when obtaining office items from low shelf heights;

         not required to crouch, but may occur as part of body mechanics handling/lifting;

         not required to crawl;

         required to use sensory functions as follows:

1.        occasional to frequent use of speaking for office/phone verbal communications;

2.        occasional to frequent hearing for general work communications;

3.        frequent to continuous seeing for all work activities;

4.        occasional writing;

5.        depth perception not required; and

6.        color vision not required.

 

WORKING CONDITIONS: 

Usual office working conditions. The noise level in the work environment is typical of most office environments. Attendance at commission meetings requires some work during evening hours.

 

SUPERVISORY RESPONSIBILITIES:   

Supervision is not a typical function assigned to this position. May provide supervision to temporary personnel, and training and orientation to newly assigned personnel on department administrative policies and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Director of Public Works.

 

 

 

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