HomeMy WebLinkAboutProgram Assistant - Public WorksUpdated: August 2025 (Admin Review)
CITY OF IOWA CITY – JOB DESCRIPTION
Position Title: Program Assistant - Public Works
Department: Public Works
Division: Administration
Supervisor: Public Works Director
FLSA: Non-Exempt
Civil Service: No
Pay Grade: 26
Job Number: 2617
Job Summary
Administers assigned programs and projects. Performs general and specialized clerical and office
management functions for a City department. Serves as principal administrative support to
Public Works Director.
Essential Job Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
• Approves and issues excavation permits, temporary right of way permits, utility
expansion requests, sidewalks construction permits and monitoring well permits.
• Oversees and administers Sidewalk Cafe Program including receipt of applications,
preparation of documentation and recommendations for consideration.
• Supports the sidewalk inspection program for the City including notifying property
owners, property owner billing and answering questions from the public about the
program.
• Composes, prepares, and processes legal documents, temporary use right of way
agreements, sidewalk release agreements, license agreements and other documents to
be recorded.
• Prepares and coordinates documents for the City Council agenda including resolutions,
agreements, and other documents.
• Prepares budgets and monitors expenses for Public Works Administration, Engineering,
and Sidewalk Inspection.
• Inputs and processes invoices, check requests, contracts, and purchasing card
reconciliations.
• Collects information and prepares quarterly subdivision inspection and material testing
invoices.
• Composes press releases; notifies staff of events; maintains website information.
• Monitors and negotiates cell phone usage contracts for the division and department.
• Inputs, maintains, and ensures accurate information is contained on the construction bid
information website.
• Establishes and maintains the office filing system and computerized records; ensures
that files are maintained in good working order and are easily retrievable.
Updated: August 2025 (Admin Review)
• Composes, prepares, and types a variety of correspondence and other documents for
the department and resident inquiries.
• Receives and investigates questions and complaints, responds to requests from the
public and City staff.
• Inputs, collects, and compiles data, reports, and information for statistical and other
purposes and presents to appropriate party.
• Reviews and processes time sheets and project time hours bi-weekly.
• Answers the telephone, takes messages and refers callers to the appropriate person.
• Maintains and updates various records including infrastructure installed, subdivision
releases, project updates and escrows and deposits on file.
• Monitors the use of supplies and equipment and orders supplies and materials as
necessary.
• Conducts self in a professional manner which demonstrates courtesy and respect for all
community members and coworkers.
• Performs other duties as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educational institution and one year related
experience; or three years of related experience and/or equivalent combination of
education and experience. Experience in office management, writing, legal issues and/or
public relations.
• Valid State of Iowa driver's license with satisfactory driving record. National Incident
Management System Training ICS 100, IS 700 within two years of hire. Must be 18 years
of age. Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• Bachelor’s degree from an accredited educational institution; or four years of related
experience and/or equivalent combination of education and experience.
Knowledge, Skills, and Abilities
• Ability to apply common sense understanding to carry out instructions furnished in
written, oral, or diagram form.
• Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages.
• Ability to deal with problems involving several concrete variables in standardized
situations.
• Ability to effectively present information and respond to questions from groups of
managers, clients, customers, and the general public.
• Ability to maintain inter and intra department confidentiality.
• Ability to read, analyze, and interpret laws, ordinances and reports, general business
periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to reliably and predictably carry out duties.
• Ability to take and transcribe minutes.
Updated: August 2025 (Admin Review)
• Ability to write reports, business correspondence, and assist with bid documents,
procedure manuals.
• Knowledge of general office policies and procedures.
• Skill in interpersonal communication skills and ability to work with the public.
• Skill in using computers and applicable software applications (Microsoft Office – Word,
Excel, Outlook).
Supervision
No supervision of direct reports.
Physical Demands
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential duties and responsibilities.
While performing the duties of this job, the employee is regularly required to talk or hear. The
employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities
required by this job include close vision, distance vision, color vision, depth perception and
ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties and responsibilities of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
duties and responsibilities.
The noise level in the work environment is usually moderate. Duties are generally performed in
an office setting with a controlled environment. The job requires sitting for extended periods of
time and the work may expose the employee to unpleasant social situations and significant
work pace pressure. While performing the duties of this job, the employee is occasionally
exposed to outside weather conditions.
Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act as Amended, the City will provide reasonable accommodations to qualified individuals with
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
Reviewed/Approved by: Ron Knoche, Public Works Director (4/2024)
Updated: August 2025 (Admin Review)
I have read and understand the duties of this job description, and I
agree that I can perform the duties of this position with or without reasonable
accommodation.
Employee Date
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