Under the direction of the Public Works Director coordinates and performs a variety of skilled secretarial functions; provides administrative support to the Public Works Director and other departmental personnel; prepares correspondence, reports, and other documentation; updates and maintains the Department’s records and files; coordinates assigned Public Works programs; orders departmental supplies; responds to Public Works inquiries and complaints; and performs other related duties as assigned.

The following duties are typical. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Answers, screens, and directs incoming calls to appropriate departments and/or individuals; documents and distributes telephone messages.
• Greets and assists office visitors; directs visitors to other City departments as required.
• Serves as a primary point of contact for departmental employees and the general public.
• Responds to various types of Public Works inquiries and/or complaints; provides information regarding departmental operations, services, programs, projects, and policies.
• Prepares, processes, and prioritizes work orders received from the public and other City departments.
• Provides secretarial support and assistance to the Public Works Director, supervisors, and/or other employees as required.
• Prepares, processes, reviews, and disseminates correspondence, memoranda, contracts, schedules, forms, purchase orders, invoices, and/or other types of departmental documentation.
• Updates and maintains departmental records, filing systems, databases, and/or policy manuals.
• Coordinates with vendors regarding the ordering of departmental supplies.
• Tracks and verifies the accuracy and quality of shipments received; researches and resolves supply issues.
• Performs other related duties as assigned or required.

• High School Diploma or GED with at least two years of customer service experience. 
• Experience that includes customer service in a municipal government setting is a plus. 

Key Skills/Competencies for this position 

• Multi-tasking effectively and efficiently.
• Respond to inquiries, complaints, and requests for service in a fair, tactful, and firm manner.
• Prepare accurate and detailed documentation of calls. Maintain complex logs, records, and files.
• Understand and follow oral and written instructions.
• Type and enter data accurately at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Personal Qualities

IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe “how” you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Work Ethic
• Reliability/Dependability
• Collaboration/Team Contributor
• Teachable

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, North Carolina, Texas, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce.  All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents.  Veterans and individuals with disabilities are encouraged to apply.

Explore the opportunities!