Administrative Assistant – Public Works/Engineering Office

Job Summary The City of Decatur is seeking an experienced administrative professional to help move infrastructure projects from bidding through contract documentation and City Council approval. Working with engineering staff, you will coordinate the administrative details that keep projects organized and moving forward.

This position offers an opportunity to expand your skills beyond traditional office support while contributing to essential City services. Prior municipal or Public Works experience is not required but preferred . We value strong organizational, communication, and administrative skills and will provide training on City procedures, including bidding, contracts, City Council processes, and department-specific systems.

You will also serve as a key contact for residents, visitors, staff, vendors, and other agencies while supporting the daily operations of the Public Works Department and Engineering Division.

Benefits We offer an outstanding benefits package including:

• 14.5 paid holidays (including 2 personal days) paid vacation and sick leave, excellent health insurance, and a strong retirement pension plan.
• A dedicated health center with free check-ups, chronic care, bloodwork, immunizations, and many free prescriptions for employees and their dependents.

Key Responsibilities

Coordinate Infrastructure Bids & Contracts

• Assemble project bid manuals with engineering staff.
• Coordinate publication of bid advertisements.
• Assist with public bid openings and check submitted documents.
• Prepare contract documents and coordinate them for execution.

Support City Council Decisions & Project Follow-Through

• Prepare and enter City Council agenda items and supporting materials.
• Following Council approval, prepare and distribute transmittal documents and notices to proceed.

Connect Residents & the Public with Public Works

• Serve as a primary contact for residents, visitors, staff, vendors, and other agencies.
• Respond to questions, manage inquiries, track requests, and route concerns appropriately.
• Welcome visitors and process public documents, applications, permits, and payments as applicable.
• Handle difficult interactions professionally.

Keep Department Operations on Track

• Maintain payroll records for Public Works Administration and the Engineering Division.
• Prepare and maintain records, databases, spreadsheets, and files.
• Coordinate purchasing and process requisitions, purchase orders, invoices, and payments.
• Manage correspondence, reports, meetings, calendars, and routine FOIA intake.
• Support mail distribution, office supplies, and emergency and security procedures.

Qualifications And Preferred Skills Education & Experience

• High school diploma or equivalent.
• Three years of progressively responsible administrative support experience, including document preparation, recordkeeping, and computer operations.
• Valid driver's license.

An equivalent combination of education, experience, and training may be considered. Administrative, Technical & Operational Skills

• Knowledge of payroll, budgetary procedures, and personnel functions.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, and Teams, and ability to learn department-specific software.
• Knowledge of modern office practices, procedures, and equipment; business English, spelling, grammar, and punctuation.
• Ability to accurately and efficiently type, file, prepare, maintain, and organize reports, records, documents, lists, correspondence, and other paperwork.
• Ability to manage multiple priorities and frequent interruptions while maintaining accuracy.
• Ability to work effectively with coworkers, elected and appointed officials, outside agencies, and members of the public.

Communication, Customer Service & Professional Judgment

• Excellent written and verbal communication skills and strong attention to detail.
• Ability to operate multi-line telephone systems and provide professional, courteous customer service to a diverse public.
• Ability to clearly explain departmental services and information, handle difficult interactions professionally, and exercise discretion when addressing sensitive matters.
• Ability to maintain confidentiality and follow written and verbal instructions, policies, and procedures.

Preferred Qualifications

• Associate's degree or coursework in business administration or a related field.
• Public-sector experience.
• Experience maintaining payroll records, managing budgets, and processing purchase orders.

The City of Decatur is a drug-free workplace. This includes marijuana. Candidates will be subject to a pre-employment drug screen, physical exam, and background check post offer. Sponsorship for Employment The City of Decatur does not provide sponsorship for employment visa status (e.g., H-1B). To be considered for regular employment with City of Decatur, applicants must be currently authorized to work in the United States on a continuous basis.

Residency Requirement Employees must reside within 50 miles of Decatur's corporate limits within 12 months of appointment.

More Details

Why Decatur?

• A Place You Can Afford: Named the #1 Best Affordable Place to Live in the U.S. for 2025–2026 by U.S. News & World Report, Decatur offers a low cost of living and attainable housing.
• Central Illinois, Close to Everywhere: Located within driving distance of Chicago, St. Louis, and Indianapolis, Decatur offers convenient access to major cities while maintaining a community feel.
• Room to Get Outside: Lake Decatur and more than 2,000 acres of parks and trails offer opportunities for boating, fishing, kayaking, hiking, and more.
• Arts, Culture & Entertainment: Enjoy concerts at the Devon Lakeshore Amphitheater, performances at Millikin University, shows at the historic Lincoln Theatre, and a growing public art scene.
• Something for the Whole Family: From Scovill Zoo and Splash Cove Waterpark to Overlook Adventure Park, there are plenty of ways to enjoy time together.
• A Strong Employment Community: Decatur is home to major employers including ADM, Caterpillar, Primient, HSHS St. Mary’s Hospital, and Decatur Memorial Hospital.

Come build your career, contribute to the community, and enjoy what Decatur has to offer.

To Apply Your administrative experience, communication skills, and attention to detail can make a meaningful contribution to Public Works operations and service to the community. We welcome your application and look forward to learning how your qualifications align with this position. Take the next step by submitting your application for consideration.

Complete an application at the link below with all requested relevant information. Incomplete applications will be rejected. Downloading a resume can prefill some application sections but does not replace the application.

SICK LEAVE: 10 days of sick leave credit on first day of employment; thereafter 1 day per month granted, accumulative to 240 days

VACATION: After completion of six months of continuous service, 5 duty days; 3 weeks after 1 year of service; 4 weeks after 10 years of service; 5 weeks after 20 years of service; 1 additional duty day per year after 25 years of service (to a maximum of 30 duty days)

HOLIDAYS: New Year's Day Labor Day

Martin Luther King's Birthday Veterans Day

Presidents' Day Thanksgiving Day

Good Friday Day After Thanksgiving

Juneteenth Christmas Eve (half day)

Memorial Day Christmas Day

Independence Day Two Unscheduled Holidays

PENSION: Employees of the City of Decatur contribute to the Illinois Municipal Retirement Fund (IMRF) at the rate of 4.5% per pay. The City of Decatur also contributes a percentage for the employee each pay. Employee contributions are refundable if employment ends before retirement.

OTHER: The City offers a three-tier health insurance plan for employees and their dependents. Employees contribute toward the monthly premium for single coverage and/or family coverage through payroll deduction. The City provides a life insurance policy at one times the annualized salary plus an additional $5,000 at no cost to the employee. Dependent coverage is offered. Employees may purchase additional term life on a voluntary basis. Employees also may purchase additional term life insurance sponsored by IMRF. Employees may contribute to a Flexible Spending Account for Medical and/or Dependent Care Expenses. Employees may participate in a voluntary group dental and vision insurance plan. Deferred compensation is also available.

To learn more details click here to view policy F-101.