Administration Assistant (Part-Time) - Department of Public Works

Classified Details

Classified ID

2648

Description

 

Position:  Administrative Assistant – Public Works                                             Revision: 01/14/2026

Classification:  Part time, Hourly, Non-Exempt                                                  06/25/2026

Grade/step:  6                                                                                                          Rate:  $25.66 (FY27)

Hours per week:  20

Bargaining unit status:  Union – Section B

Reports to:  Business Manager – Public Works Division

 

Job Summary:  Under general supervision of the Business Manager, this position is responsible for providing administrative support for the Business Office and Engineering staff.  The position is responsible for greeting and interacting with the public, helping to manage phones, handling mail and providing general clerical tasks while ensuring a professional and welcoming office environment.

 

Essential Duties:

 

·         Performs routine daily tasks which include answering phones, maintaining files, processing and updating returned mail responses

·         As part of the Business Office, assists with maintaining infrastructure-related citizen concerns such as sidewalks, driveways or other related issues requiring site review and scheduling for future repair

·         Monitors the “Report a Concern” platform and “Resident Complaints/Requests” for such items as requests for planting trees, mailbox repair or replacement due to property damage by city-owned        vehicles/equipment, damage to greenbelt parcels, sidewalk maintenance tracking, etc.

·         Provides support with administrative activities related to special projects (i.e. service line inventory management), including making customer calls, following up on returned mail, updating information lists, and helping with the preparation of letters and inserts.

·         Participates in Full-cycle permit management (i.e. Water/Sewer Connections, etc.) from initiation to completion, including assistance with permit document revisions.

·         Provides administrative support to Engineering division as well as Business Office.

·         Assists with communication and outreach to the public through various mediums such as website maintenance, social media updates, and general information sharing.

 Other Duties:

 ·         Ability to communicate with members of the public doing business with the City in a professional manner and provide taxpayers and ratepayers information.

 Minimum Qualifications: 

 -          High School Diploma or equivalent

-          Two or more years of experience working in a professional office environment

-          Prior experience working in a municipal setting preferred 

-          Customer service and business experience preferred. Ability to learn, comprehend and apply generally accepted business practices to the work environment is a requirement

 

Other Skills, Abilities, Attributes

 

·         Ability to be polite, pleasant and professional to the public and coworkers under stressful and calm situations alike.

·         Demonstrate strong analytical skills.

·         Good knowledge of office terminology, procedures and equipment; ability to understand oral and written instructions

·         Considerable knowledge and skill using computers to ensure high level of office productivity.  This includes advanced Microsoft Excell Skills (Pivot Tables, VLOOKUP, using Macros); skill with Microsoft Word and Google Docs as well as proficiency with Outlook and Gmail for scheduling appointments and communicating with co-workers and the general public.

·         Self-directed, demonstrate willingness to do hands-on work

·         Works effectively with other members of a team on projects

·         Understanding of systems and ability to execute a high degree of daily output.

·         Resourcefulness – able to gather many points of information and formulate a recommendation or hypothesis.

·         Strong organizational, documentation and prioritization skills.  Ability to balance multiple tasks at once.

·         Detail oriented with emphasis on accuracy and integrity of data. Creative problem-solving ability.

·         Complies with punctuality and attendance expectations of the department.  Schedules time off appropriately

 

Physical Demands

 While performing the duties of this job, the employee is regularly required to use hands to operate a computer.  The employee is frequently required to sit. The employee is occasionally required to stand or walk.  Specific vision abilities required by this job include close vision for computer work.

 Work Environment

 The noise level in the work environment is usually moderate. The temperature is that of a normal office environment.

 

This job description outlines the primary duties and responsibilities of the role, but is not intended to be an exhaustive list of all duties and tasks.  The incumbent may be required to undertake additional responsibilities as needed to support the overall objectives of the City of Rutland Public Works Division, Business Office.

  

Interested candidates can apply using the electronic application posted on the City’s website, www.rutlandcity.org

 

Rutland City is an Equal Opportunity Employer

Title

Administration Assistant (Part-Time) - Department of Public Works

Salary Range

$26 to $26

Application Deadline

08/09/2026

Location

Rutland, VT

Application URL

https://main.govpilot.com/web/public/d91a8ee1-f2e_Employment-RUTLAND-CITY?uid=44313&ust=VT&pu=1&id=1 

Contact Information

Name

Coyle, Ellen

Phone Number

(802) 774-7811

Email

ecoyle@rutlandcity.org 

Best Method of Contact

EMAIL