Administrative Assistant

About the position

The Administrative Assistant position is responsible for providing comprehensive administrative support to the Engineering Department. This role involves managing communications, processing permits, handling accounts payable and receivable, and assisting department managers with various tasks. The position requires a strong understanding of office practices and the ability to prioritize and organize work effectively.

Responsibilities

• Answers telephone and greets visitors; receives complaints and refers to appropriate personnel or resolves at a level commensurate with the position.
• Receives a variety of permit applications, reviews for accuracy, and issues permits to contractors.
• Processes accounts payable and receivable and prepares bank deposits.
• Reviews monthly AR report, prepares invoices and letters to contractors or contacts directly for payment.
• Provides administrative support to department managers.
• Manages and posts updates to department website; posts plans and specifications to contractor website and department website.
• Posts street closing and other information to the city website.
• Prepares a variety of letters, reports, forms, memoranda, legal descriptions and other documents.
• Researches, gathers data, and prepares reports, spreadsheets or reports data requested to staff.
• Coordinates, gathers data and completes special projects as assigned by department head.
• Maintains record drawings database, plat database, site plan database, storm water management database, etc.
• Maintains and updates contractor lists.
• Performs related duties.

Requirements

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for two years.

Nice-to-haves

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge and understanding of department construction terminology.
• Knowledge and understanding of the construction process by project type.
• Knowledge of computers and job-related software programs.
• Knowledge of records management principles.
• Knowledge of customer service principles.
• Skill in reading maps, plans, site plans and legal descriptions.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.