Administrative Assistant

Administrative Assistant

Salary

$20.72 - $24.97 Hourly

Location

Public Works Department, AK

Job Type

Full-time

Job Number

25-00128

Department

Public Works

Opening Date

07/08/2026

Closing Date

7/22/2026 5:00 PM Alaska

FLSA

Non-Exempt

Bargaining Unit

N/A

• Description
• Benefits

Please read the below information carefully. This applies to your application submission.

Attaching a resume or curriculum vitae is not an alternative to filling out the application in its entirety. Leaving sections of the application blank, noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.

At time of application, applicants are requested to submit:

• Copy of academic transcripts (unofficial are okay, please ensure that the institution name/URL is listed on the transcript) if using education to meet the minimum qualifications.
• Three (3) professional references, two of which must be from a current or former supervisor.
• Reference requests are automatically sent upon submission of your application.

SUPPLEMENTAL QUESTIONS

For your application to be evaluated you must answer the Supplemental Questions. Be sure to read each question carefully, answers cannot be changed once your application is submitted. Supplemental questions regarding certification, licenses or experience will be verified against information in your application and/or resume, failing to list required experience may cause your application to be denied.

EDUCATION

If post-secondary education is required to meet the minimum qualifications, you must fill in the Education section of the application. If you have not obtained a degree, please indicate the number of units completed. Copies of transcripts are required to verify educational credentials if used to meet the minimum qualifications for a position. Transcripts can be attached at the time of application or within 48 hours of the close of this recruitment to the contact person listed below.

EEO STATEMENT

The City of Palmer complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aides or services, or alternative communication formats, please call 1-907-761-1302. The City of Palmer is an equal opportunity employer.

DRUG-FREE WORKPLACE POLICY

In compliance with the Drug-Free Workplace Act of 1988 the City of Palmer prohibits the unlawful manufacture, distribution, dispensing, possession, or use by an employee of a controlled substance as defined in Schedules I through V of Section 202 of the Controlled Substances Act (21 USC 812), and as further defined by policy at 21 CFR 1308.11 - 1308.15 is prohibited in any workplace of the city.

Any individual who conducts business for the city, applies for a position or conducts business on the city's property is covered by the drug-free workplace policy. The policy includes, but is not limited to, all employees, contractors, volunteers, interns, and applicants.

NOTICE

If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the 'govermentjobs.com' domains. For information on allowing emails from the 'governmentjobs.com' domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword/User/ResetPassword.

General Functions/Distinguishing Characteristics

The employee occupying this position is responsible for performing a variety of clerical duties such as receptionist, maintaining files and records, and assisting customers. Employee works with other departments within the City of Palmer.

The Administrative Assistant is expected to organize, coordinate, and assist in administering day to day functions for the Public Works Department. Work is performed with considerable independence within prescribed guidelines and involves the application of independent judgment and discretion.

Essential Functions & Duties

• Answer telephone calls in a courteous manner and screen for which matters can be handled independently and others that need to be transferred to the appropriate offices or personnel, respond to inquiries without advice or direction.
• Knowledge of City boundaries, municipal code, standard specifications, City street names, landmarks, parks and recreational areas, water treatment process, solid waste routes, and other Public Works related information.
• Establish and maintain files, records and other information sources. Maintain suspense file on recurring and other scheduled requirements for replies and reports, maintain filing and accounting systems ensuring that the reporting requirements are current and compliant.
• Use computerized equipment to type correspondence, legislation, spreadsheets, reports, database entries, meeting records and other materials from dictation, drafts or general instructions. Obtain, organize and plan suitable presentation of content, review work for format consistency, grammatical construction and accuracy, including mathematical accuracy and present material for review or distribution.
• Act as a liaison with contacts within and outside the organization, obtain and disseminate information, arrange meetings, travel, and provide or arrange necessary office services such as purchasing supplies, duplication and distribution of materials and similar functions.
• Maintain department work order system.
• Bi-weekly input of employee timecards in to InCode for review and approval by Public Works Director.
• Maintain department files on all construction and procurement, operation and maintenance of all City facilities including, but not limited to: public water and wastewater utility systems; solid waste collection; municipal airport; public streets; street lights; signs; traffic controls; buildings; recreational facilities; grounds; gardens; and City equipment.
• Assist Director of Public Works in coordination of consultant services procurement for capital project planning, design and administration, and other public services.
• Coordinate with Director of Public Works on clerical work pertaining to municipal, state, and federal agencies regarding grants, coordination of services, capital improvements, and regulatory permit issues.
• Work with Finance to assure proper and timely reporting and routing of Public Works financial information, including grant accounting and reports, bi-weekly invoices and monthly credit card statements for Public Works.
• Assist with departmental operating and capital budgets.
• Administer an efficient and effective system to purchase, secure, and utilize departmental supplies and equipment.
• Facilitate procurement of request for proposals, bid specifications and related construction projection documents; perform project administration including cost accounting, schedules and project budgets.
• Maintain records and maintenance for OSHA safety regulations, capital improvement plans, contracts, grants, City projects, and all Public Works documentation.
• Maintain and update webpages for the Department of Public Works.
• Post RFP's, competitive bids, weekly construction project updates, and other information to City website on a regular basis.
• Serve as the Department's social media correspondent, including updating City Facebook, Twitter, and other social media accounts, in coordination with the City Clerk.
• Organize and schedule robo-calls for Public Works and other City related emergencies, shutdowns, closures, public meetings, etc.
• Assist other employees within the Department as needed.
• In coordination with the Grounds Maintenance Foreperson, plan, organize, and execute the City of Palmer's spring clean-up week.
• Write legislation for annual maintenance items and other legislation as needed.
• Run quarterly fuel report for Finance.
• List City surplus items for auction as needed.
• Assist Airport Superintendent as needed.

Knowledge, Skills, Experience and Personal Qualifications

• Minimum: High School Diploma or general education degree (GED)
• Four years of progressively responsible experience and proficiency in clerical office practices, procedures, techniques and equipment.
• Ability to accurately type 40 wpm or more.
• Experience in MS word processing, MS Excel, and Microsoft Publisher.
• Experience in purchasing and procurement, recordkeeping, financial reporting for state and federal grant programs preferred.
• Ability to read, post, and make various mathematical computations quickly and accurately.
• Knowledge and proficiency of English grammar and business arithmetic.
• Ability to establish effective working relationships, express ideas, and convey information effectively, both oral and written.
• Ability to meet and deal with the public and others in a pleasant and courteous manner.
• Ability to work as a member of a team working toward a common goal.
• Ability to multi-task to perform and manage multiple projects simultaneously.
• Ability to meet attendance requirements for the position.

Supplemental Information

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY PERSON(S) ASSIGNED TO THIS POSITION. THEY ARE NOT I NTENDED TO BE AN EXHAUSTIVE LIST OF ALL DUTIES, RESPONSIBILITIES AND SKILLS REQUI RED OF PERSONNEL IN THIS POSITION. ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODI FI CATI ON TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.

The benefits outlined below are for eligble full-time employees who are regularly scheduled to work 30 or more hours per week.

Health, dental and vision insurance is available thru Premera BCBS. The City provides a life insurance policy thru MetLife as well as a short-term disability (STD) policy and an employee assistance program is available to all City employees (regardless of the number of hours worked) in addition to thier eligible dependents.

All employees in this category are enrolled in the State of Alaska Division of Retirement PERs program.

Supplemental benefits are available from Colonial Life, AFLAC, Allstate and MetLife as well as several 457 plans. These supplemental benefits are employee paid.

Information regarding leave benefits can be viewed in Palmer Municipal Code, Title 4 at https://palmer.municipal.codes/ or by contacting Human Resources at humanresources@palmerak.org

Employer City of Palmer

Address 231 W Evergreen Avenue

Palmer, Alaska, 99645

Phone (907) 761-1302

Website http://www.palmerak.org