Title

Administrative Assistant I - Engineering

Open Date

8/5/2024

Full-Time/Part-Time

Full-Time

Exempt/Non-Exempt

Non-Exempt

Bargaining / Non-Bargaining

Non-Bargaining

Division

Public Works

Location

Engineering

Reports To

Executive Assistant and Director of Special Projects

Schedule

Monday-Friday, 8am to 4:45pm

Pay Rate

Up to $45,900 annually

Description

Salary range: Up to $45,900 annually

SUMMARY:The Administrative Assistant I will assist and back-up staff for the Engineering front office personnel and the Clerk to the Board of Works and Board of Public Safety.

SUPERVISION EXERCISED:Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.

• Assist in records maintenance for Board of Works and Engineering
• Assist with filing and archiving of Board of Works and Engineering electronic and paper files
• Responsible for answering customer inquiries on phone and front office
• Assist with mass mailings for Board of Works and Engineering
• Assist with construction project bidding processes
• Assist with Special Events and use of the right-of-way application processing

NON-ESSENTIAL/MARGINAL FUNCTIONS: Assume additional responsibilities as requested.

QUALIFICATIONS:To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Customer service abilities

EDUCATION AND/OR EXPERIENCE:

• High school diploma or equivalent education is required.
• Minimum of five (5) years of clerical experience and/or secretarial experience; knowledge of administrative and clerical procedures.

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED

• Good customer service and City policy knowledge and skills.
• Knowledge of ordinances, rules and regulations regarding use of the public right-of-way
• Familiarity with archiving of government documents
• Knowledge of construction projects with ability to answer customer concerns.
• Knowledge of administrative and clerical procedures.
• Advanced Microsoft Office application skills, the Internet, and e-mail.
• Ability to handle multiple tasks.
• Manage a multi-line telephone system while completing other projects.
• Type accurately at the rate of forty-five (45) words per minute.
• Respond to customer needs and requests for service and assistance.
• Speak clearly and persuasively in a positive or negative situation.
• Decision Maker and problem solver.
• Must be organized.
• Possess strong communication skills (written and oral); ability to take efficient notes.
• Possess good time management and organizational skills and the ability to work independently with little supervision.
• Use accurate grammar and spelling; write clearly and informatively; must have excellent attention to detail.
• Effectively utilize teamwork.
• Knowledge of City or County government processes.

CERTIFICATES, LICENSES, REGISTRATIONS: Valid Drivers License required.

EQUIPMENT:Desktop Computer, Multi-line Telephone, Copy Machine, Scanner, Fax Machine, and Laser Jet Printer.

PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit for long periods of time. The employee is occasionally required to walk; use hands or fingers to handle object or controls, and reach with hands and arms. The employee is occasionally required to climb, balance, stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to hear and comprehend normal speaking voice in person or over the phone is required. .

WORK ENVIRONMENT:Work is performed in a normal office environment, with moderate inside temperatures, primarily sitting in a confined position. The noise level in the work environment is usually quiet to moderate. The entire building is smoke-free.

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