ADMINISTRATIVE ASSISTANT: PUBLIC WORKS

Salary : $36,997.00 - $49,582.00 Annually
Location : Chapel Hill, NC
Job Type: Full Time
Job Number:
Department: Public Works
Division: Administration
Opening Date: 06/06/2025
Closing Date: 6/20/2025 4:59 PM Eastern

Summary
The purpose of this position is to provide administrative clerical support and strategic communications as assigned to the department.

Essential Functions

Customer Service:

• Provides excellent customer service by understanding and communicating community member needs in person, by phone and in writing.
• Greets customers; receives and responds to inquiries from internal and external customers; prioritizes requests; and performs research to provide a timely response.
• Greets customers, processes their requests, and responds to questions within the established time frame.
• Reviews and processes forms and transactions which may include accepting and processing payments and/or assisting customers.
• Enters, updates and maintains work order system data; verifies accuracy of input; makes corrections; collects and compiles data; prepares routine summary reports or tracking sheets.

Strategic Communications:

• Supports the development of communication strategies to increase awareness and utilization of Public Works programs and services and customer satisfaction.
• Supports the planning, organizing, and development of department marketing and communication materials.
• Evaluates public engagement efforts using data.
• Provides staff support in responding to special inquiries from the general public, internal and external partners.
• Plan and execute community outreach events.
• Provide emergency communications regarding Public Works Operations.
• Serve as departmental liaison with the Town's Communications Department.
• Supports the development of internal communication materials, including reports, presentations, memos, etc. in support of departmental interests and special requests.
• Internal engagement efforts to ensure effective communication with department staff.

Administrative Support:

• Performs administrative tasks in support of the division and department.
• Schedules meetings and assist with special event and meeting room set up as needed.
• Updates web pages for the department.
• Maintains updated communication materials to employees, including bulletin boards and information displayed on monitors.
• Accurately sort and distribute mail at least once a day Performs other duties as required.

Supervision Exercised:
None

Physical Demands:
The work is typically performed while sitting at a desk or table, with intermittent standing or stooping. The employee uses equipment requiring a high degree of dexterity.
Work Environment:

The work is typically performed in an office.

Minimum Qualifications
Knowledge of:

• Telephone etiquette
• Principles and practices of effective customer service
• Principles, best practices and trends in communications and marketing
• Social media tools and best practices

Ability to:

• Communicate and comprehend information effectively, both orally and in writing, and in alignment with the Town's Plain Language Communication, Language Access, and Community Engagements plans
• Provide attention to detail in assignments
• Learn and effectively use customized software programs and Microsoft Office 365 products
• Establish and maintain effective working relationships with internal and external customers and teams
• Plan, organize and present information in a clear and logical format Provide excellent customer service
• Model behaviors consistent with our values of RESPECT

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education:

A high school diploma or its equivalent
Experience:

The completion of an administrative apprenticeship or internship program or one year of administrative experience with a communications role.

Supplemental Information
A valid NC driver's and the availability of private transportation or the ability to provide transportation between job sites is required.
The Town of Chapel Hill offers comprehensive and competitive benefits to regular full time and part time employees.

Health Insurance
Health insurance is effective the first day of employment. The town will provide full-time employees group medical insurance including family coverage. Employees and the town will share equally in the additional cost of the base plan for dependent coverage if employees desire to purchase such coverage for family members.

Retirement Health Savings Plan

Employees hired after June 30, 2010, in a regular full-time or regular part- time position are required to participate in the Retirement Health Savings Plan. Contributions are taken on a pre-tax basis. The current contribution amount is 1%.

Dental Insurance

Dental insurance is optional and is paid for by the employee. Coverage for eligible dependents is also available.

Paid Time Off

• Vacation/Annual Leave: Employees in regular full or part time positions earn between 12 and 26 days per year depending upon length of Town service.
• Sick Leave: Employees in full or part time regular positions earn 12 days per year.
• Paid Parental Leave: Eligible employees receive 6 weeks of Paid Parental Leave after birth or placement of a child in the home for adoption or foster care. This leave does not come from Employee's leave bank.
• Paid Holidays: There are 12 official Town holidays. Employees in full or part time regular positions are eligible for paid holiday time.
• Personal Leave: All employees in full or part time regular positions are granted 3 days of personal leave per year. This leave is non-cumulative

Local Government Retirement System

All employees in regular full or part time position are required to contribute to the retirement system. Contributions are taken on a pre-tax basis. The current contribution amount is 6%.

Supplemental Retirement Plans

• NC 401(k)-The Town makes a contribution of 5% to the 401(k) for all regular full and part time employees. There is no employee match required. Employees have the option of making contributions on a pre or post tax basis. The plan is administered by Prudential.
• 457 Deferred Compensation Plan-Town of Chapel Hill employees have the option of making contributions to a 457. The Town does not make contributions to this plan. The plan is administered by ICMA.

Disability Insurance

• Town Provided: The Town provides both short term and long term disability insurance to all regular full or part time employees. The plan will pay up to 50% of the employee's base income for non-job related injuries.
• Voluntary Short Term Disability: Employees have the option of purchasing supplemental disability insurance. This plan will pay employees a maximum of 25% of their base weekly earnings up to $400.

Life Insurance

The Town provides full and part time regular employees with an individual term life insurance policy. Employees have the option of purchasing additional life insurance for a small fee. Dependent life insurance is also available.

Direct Deposit

All employees hired after July 1, 2007 are required to have direct deposit.

Other Benefits

• Credit Union: Employees of the Town of Chapel Hill are eligible to open accounts at the Local Government Federal Credit Union.
• Parking is provided free of charge at or near worksites
• Annual longevity payment beginning with the 5th year of full or part time regular employment
• Tuition assistance is available upon completion of the initial probationary period
• Town has a Housing Assistance Program that assists employees secure housing in Town see the following