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Program Assistant 1

City of Madison Human Resources
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General Description

The City of Madison Engineering Division is hiring a Program Assistant 1 to join our dynamic team! As part of the front desk team at the City-County Building, you'll play a key role in delivering public services by providing exceptional customer service and performing a variety of administrative and programmatic tasks. This position supports our mission to serve the community fairly and consistently while encouraging public input. You'll work closely with senior administrative staff and under the general supervision of the Deputy City Engineer, using sound judgment and discretion to interpret and apply policies in a fast-paced, service-focused environment. If you're organized, collaborative, and ready to make a difference, we’d love to hear from you!

HOURS: 7:45 a.m. to 4:15 p.m.

 

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.


 

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
 

 

Examples of Duties and Responsibilities

Administrative Support to Board of Public Works

  • Serve as a Legistar Power User – Train, assist and support office staff and other City agencies.
  • Prepare resolutions and reports for the Common Council and Board of Public Works (BPW) for the City Engineer/Section Heads and other Public Works Agencies.
  • Manage and monitor activities for Board of Public Works including preparing and publishing agendas, cross reference lists, minutes, and recordings; create award resolutions, Annual BPW Report, and bid reports; and disseminate and process information.
  • Provide facilitation and technical support during virtual meetings.
  • Provide administrative support for BPW Zoom meetings.
  • Provide procedural support for BPW and other Committees including acting as a liaison between program staff and appointees.
  • Notice public hearings for projects with special assessments and send out other legally mandated mailings.
  • Process and maintain Change Orders for Engineering and other Public Works Agencies for approvals in either SharePoint and/or the Public Works Database.
  • Maintain documentation including for training and reference.
  • Create year calendar for City Boards, Commissions, and Committees to be published on the City website.
  • Suggest meeting dates for BPW calendar.
  • Arrange non BPW committee meetings, prepare/distribute notices, minutes, and related materials as needed.

Public Works Contract and Request For Proposal (RFP) Administration Support

  • Participate in the implementation of standardized procedures related to internal public works contract administration. Recommend process changes to improve efficiency.
  • Assist engineers with preparation of contract boilerplates and/or Request For Proposals. Assist with preparation and distribution/advertising of revisions and addendums to contracts and Request For Proposals.
  • Route plans and specifications for internal approval.
  • Administer contract bidding through web-based applications.
  • Ensure that Public Works Contract plans, specifications and addenda for contracts and Request For Proposals are advertised in a timely and legal manner. Ensure that Utilities and other contractors and staff receive notification of advertisements, addendums, and revisions.
  • Route and track contracts for required signatures. Scan and enter signed contracts into Contract Repository.
  • Prepare and distribute notices of plan revisions for Public Works contracts.
  • Route and track plans for stamping and signing. Save stamped plans to PlanVault.
  • Maintain database for contractor prequalification. Scan and upload insurance and bond documents.
  • Maintain Public Works contract database.
  • Maintain electronic bidding program templates.
  • Maintain the Consultants database for Request For Proposal purposes.
  • Establish and maintain related filing and recordkeeping systems.

General Administrative / Office and Program Support

  • Respond to inquiries in person, by phone, or via email; greet individuals and answer general questions. Direct customers to appropriate Engineering or City staff contacts as necessary.
  • Create and curate mailing lists using ArcGIS and in-house applications from reference material provided by project engineers and staff.
  • Process incoming mail according to established procedure.  Update mail procedure to reflect pandemic, remote work. Distribute outgoing mail and route incoming mail to appropriate staff for reply.
  • Provide administrative support to City Engineer and management team including building advanced Excel workbooks for use by Engineering staff; writing, editing, and maintaining Excel macro scripts to expedite repetitive tasks; and formatting technical reports and other documents.
  • Assist with contractor prequalification and sewer plugging applications and questions.
  • Perform Notary duties as licensed in Wisconsin.
  • Document and track Open Records Requests.
  • Act as office contact for multifunctional machines.
  • Assist in the hiring process by scheduling interviews and preparing packets for those conducting interviews.
  • Purchase training, legal advertisements, etc. using city Purchasing Card.
  • Perform payroll data entry duties.

Program Administration

  • Issue Development Plans and Plan revisions.
  • Establish and maintain private development projects in Access as well as related filing and recordkeeping for the Private Development Program.
  • Document, track and route Engineering Contracts.
  • Complete copying and distribution of plans and contract documents associated with new developments.

Perform related duties as required.


 

 

Minimum Qualifications

 

  • Three (3) years of responsible administrative support experience that included significant administrative responsibilities involving complex clerical, administrative, and/or accounting systems and procedures. Such experience would normally be supplemented by secretarial, business and/or accounting courses.

-OR-

  • Bachelor's degree from an accredited college or university.

-OR-

  • Associate's degree in a related field such as administrative assistant, legal secretary, office management, or a closely related field.

-OR-

 

Two (2) years in applying the following: 

  • Office administrative methods, practices and equipment.
  • English composition, correct punctuation, spelling, grammatical usage and acceptable business letter and report formats.
  • Computer software applicable to the duties of the position.

Familiarity with the following:

  • Business math and basic accounting and budgeting practices.


 

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

 

For a complete list of the knowledge, skills and abilities, please view the class specification.

 

Special Requirements

Physical Requirements:
 

Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time.