Public Works Project Assistant

JOB SUMMARY:

The Project Assistant at Public Works provides a mix of administrative support and project coordination to ensure smooth operations within the department. This role assists the Director with scheduling, record keeping, document preparation, and communication while also helping track the progress of ongoing projects. The position requires strong organizational and problem-solving abilities to balance daily clerical tasks with project support needs. It also demands discretion, reliability, and adaptability to respond to changing priorities in a fast-paced environment. The Project Assistant plays a key part in maintaining accuracy of records, coordinating meetings, and keeping projects on track. By supporting both administrative and technical functions, this role contributes to the effectiveness of the Public Works team.   

MAJOR TASKS AND RESPONSIBILITIES:

This list is intended only to illustrate the various types of work that may be performed.  The omission of specific statements does not exclude them from the position if the work is similar, related or logical assignment to the position.

1. Coordinate schedules, calendars, and meeting arrangements for the Public Works Director.
2. Prepare, edit, and distribute correspondence, reports, and project documents.
3. Track project timelines and deliverables to support overall project progress.
4. Maintain accurate records, files, and documentation for department operations.
5. Assist with organizing community-related events or departmental functions.
6. Provide administrative support during public works meetings and discussions.
7. Draft meeting agendas, attend sessions, and prepare clear meeting minutes.
8. Respond to inquiries with professionalism and provide accurate information.
9. Assist with the preparation of training and travel arrangements.
10. Monitor department communications and route information appropriately.
11. Support small project coordination tasks under direction of the Director.
12. Assist with ordering supplies and coordinating necessary resources.
13. Perform general office duties including mail processing and filing.
14. Handle sensitive information with discretion and confidentiality.
15. Collaborate with team members to ensure timely completion of tasks.
16. Because of the Tribe's commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.

EDUCATION - EXPERIENCE AND TRAINING FOR POSITION:

Required:

• An associate’s degree in business administration or a related field is required.
• At least two year’s of experience in public works or a closely related setting is required.

SPECIFIC SKILLS/KNOWLEDGE/ABILITIES REQUIRED FOR POSITION:

Skills:

• Strong organizational and multitasking skills.
• Clear and professional written communication.
• Effective verbal communication in varied situations.
• Attention to detail with consistent accuracy.
• Dependable time management and prioritization.
• Problem-solving mindset with practical judgment.

 

Ability:

• Maintaining confidentiality of sensitive information.
• Following instructions accurately and promptly.
• Adapting quickly to shifting priorities.
• Working independently without constant supervision.
• Collaborating effectively with diverse teams.
• Managing multiple assignments simultaneously.

 

Knowledge:

• Public works operations and terminology knowledge.
• General office practices and administrative procedures.
• Computer applications including Word and Excel.
• Record keeping and document management systems.
• Community service values and program awareness.
• Tribal government structure and department functions.

 

PHYSICAL REQUIREMENTS:

 This position is primarily office-based and requires frequent sitting and use of a computer for extended periods. Occasional walking, standing, and reaching may be necessary when organizing files or supporting meetings. The employee may need to lift and move office materials weighing up to 25 pounds. Good vision and focus are necessary for reading, writing, and data entry tasks. Clear hearing and verbal communication are important for phone and in-person interactions. The work setting is generally quiet, though periods of busier activity may require focus amid interruptions. The role requires consistent attendance and punctuality to support daily department operations. Occasional field visits may occur, but physical demands remain moderate. The employee must remain flexible to adjust to varying workloads