NEOGOV · 12 hours ago
Public Works Management Assistant
Menomonee Falls, WI
Full-time
Onsite
Mid Level
$24.92/hr - $35.60/hr
3+ years expNEOGOV is seeking a Public Works Management Assistant to support the Engineering, Public Works, Utilities, and Building Maintenance Divisions of the Public Works Department. The role involves performing skilled administrative work, maintaining records, responding to inquiries, and assisting project managers with various tasks.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
Provide customer service in person, by telephone or other methods to provide information, answer questions, or directs to appropriate staff
Prepare and review invoices, electronic purchase orders, contractor payments, and check requests including applying the appropriate budget account numbers
Prepare and process service requests to include documentation and follow-up on the services performed
Review service request archives to assist with claims documentation and response
Identifies, responds to, and resolves inquiries and issues utilizing knowledge of the department programs and operations
Provides information and assistance to property owners, developers, contractors, builders and others regarding department programs and/or requirements, operations, policies and procedures
Assist project managers in administering and coordinating the Village’s projects by creating ads for bids, bid tabulations, contracts and specifications
Assist Public Works Staff with receiving, processing, tracking and issuing of permits
Prepares a variety of routine documents, correspondence, memorandums, and reports; designs, formats, proofreads, and edits letters, memos, reports, brochures, newsletters, and other materials for the department
Maintain the Village fuel system to include the issuance and programming of fuel keys, authorized users, preparation of required government reports, and monitoring of fuel system for compliance with regulatory requirements
Complete and submit all necessary documentation to Wisconsin Emergency Management and EPA for reporting of physical and health hazards related to hazardous chemicals stored at various Public Works and Utilities facilities
Coordinate printing and distribution of the annual Yard Waste Permits for Village residents
Prepare the annual State Recycling Grant application and all associated reports and submittals
Monitor recycling program compliance through complaint tracking and following up on potential recycling violations
Organize and maintain the records management and project index system
Draft and format letters for large-scale mailings to property owners ensuring all written material adheres to professional standards suitable for public distribution
May formulate and draft agendas for Village Board and Committee agendas and provide follow-up action
May be responsible for the preparation of payroll for the department, including record keeping of time-off usage and maintaining other personnel related activities and complex office record-keeping systems
Acts as a liaison between divisions of department for coordination and communication of updates to policies and procedures, departmental projects, and department activities and business processes
Identifies and resolves basic problems and refers more complex questions or concerns to appropriate staff
Organizes and maintains Village documents and records in accordance with the current Records Retention Schedule as adopted by the Village Board
Other duties as assigned
Qualification
Required
High School Diploma or GED
At least three (3) years of post-high school work experience providing administrative support
One year of recognized post high school training in business, administrative professional or a closely related field may substitute for one year of the work experience requirement
Working knowledge of standard office practices, procedures, and techniques
Working knowledge of business English, spelling, grammar, and punctuation
Working knowledge of basic math
Working knowledge of effective customer service techniques
Working knowledge of MS Office products or comparable office product, word processing and data processing
Working knowledge of Outlook with the ability to send, receive and save emails and attach documents
Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment
Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data
General knowledge of department specific programs and services
Ability to apply and explain rules, regulations, policies and procedures related to a specific program or services
Ability to perform basic word processing, editing, data entry and spreadsheet maintenance
Ability to access and navigate the internet and Municipal or department-specific programs and applications
Ability to add, subtract, multiply, and divide numbers accurately
Ability to maintain and enhance skills, participate in on-going training and increase knowledge of Municipal, department and division services, policies and procedures
Ability to adapt to new department/division policies, procedures, programs, and environment
Ability to follow and understand oral and written instructions
Ability to maintain confidentiality of records and information
Ability to make minor decisions using standardized practices
Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other Municipal departments/divisions, clients/customers, outside agencies, and the general public
Ability to work effectively as a member of a team and deal with people in an effective and timely manner
Ability to effectively interact with sensitivity with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages and lifestyles
Ability to organize and prioritize work
Preferred
Knowledge of AgendaQuick, BS&A and/or Laserfiche desirable
Benefits
Health Insurance
Health Expense Reimbursement Option (HERO)
Dental Insurance
Vision Insurance
Basic Life Insurance
Voluntary Life Insurance options including Dependent Life
Income Continuation Insurance
Wisconsin Retirement System Pension
Deferred Compensation Programs
Flexible Spending Accounts
Supplemental Worksite Benefits (Accident, Critical Illness, Hospital Indemnity)
Vacation, Sick, Bereavement Leave, and Jury Duty Leave
Tuition Reimbursement
Employee Assistance Program
Free Menomonee Falls Public Library card for Village employees and all immediate family members
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
Canada NewsWire
2025-11-14
2025-11-14
Government Technology US
2025-10-31
Company data provided by crunchbase