Administrative Assistant - Engineering

Summary

Hiring Salary Range is $26.34 - $33.33

Full Salary Range is $26.34 - $36.86

This position is responsible for establishing and maintaining a favorable image for the City of Woodbury while performing routine and complex receptionist, clerical, and administrative duties for the Engineering Department. Tasks will include typing, answering telephones, word processing, data entry, filing, record maintenance, computer report generation, and special projects.

Essential Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Maintain a favorable image for the department and the City by serving as the initial contact between the public, developers, contractors, consultants and the Engineering Department.

Screen calls, offering assistance, de-escalation of agitated customers, giving information and/or referring matters to the correct department or division. Relay and route messages via telephone, computer, or email system.

Provide guidance, review, and editing if necessary for grammar, proper formatting, clarity & meaning, branding requirements, and writing style for City Council letters, correspondence, memorandums, and reports.

Coordinate with the assistance of departmental staff; the completion of council agenda and workshop items and City infrastructure improvement project items, including letters, notices, memos, pay requests, and bid documents.

Assist in preparation of hearing notices, coordination of mailings and webpage updates, scheduling and reservation of rooms for open house or other public meetings, collection of affidavits of mailings.

Maintain internal financial coding systems and tracking, processing of invoicing, pay vouchers, and third-party escrow payments, and review of coding and approvals from departmental staff.

Maintain and edit standard templates for agreements and contracts as required. Assist departmental staff in drafting, editing, process, and routing for signatures, and tracking & progress of document execution.

Establishes and maintains department records management system (including hard copy, digital records) in a complete and readily accessible manner; recommends new procedures and processes when appropriate.

Locates and retrieve archived documents, old project files, files for use by departmental staff, financial auditing process, and the general public upon request.

Process incoming and outgoing postal mail and email via the engineering inboxes. Assess request and if applicable; respond or assign a response to the correct staff member.

Screening of incoming Right of Way Permit requests, entering right of way permit data and routing for approval to internal departmental staff, transmit approved permits to applicants, and generate weekly report activities for approval from the Finance Department.

Miscellaneous duties including, but not limited to; compiling internal timesheets and supervisor approvals, assistance to other departments utilizing departmental expertise, notary service, compiling contracts, data entry, participate and preparation of meeting notes, ordering of office supplies and materials, documents for recording by the County, monthly routing of departmental reports, uploading of weekly construction communications, and electronic file structure organization and creation.

Operate office machines such as calculator, printer, communication devices, copy machine, computer hardware and software programs such as but not limited to, Microsoft Word, Excel, Outlook, Access, and ability to learn other specific software programs like OnBase Utility Client, TRAKIT, Adobe Pro, Adobe Sign, Revize, MadMimi, BeeHive, GovQA, DocuSign, RecTrac, and Streamworks.

Perform special projects and tasks related to Engineering Division administration activities including; but not limited to, assisting in general process for the Master Agreements for Professional Services Contracts, departmental requests for proposals, irrigation control program assistance, filing of accident reports, meeting schedule coordination, etc.

Participate in City committees and special task forces established by the City or Engineering Department.

Fosters an inclusive work culture and advances the City's diversity, equity and inclusion goals.

Maintain and foster an environment, which facilitates the Exceeding Expectations (professional, responsive, leaders) philosophy of the City.

Perform all other duties and assume other responsibilities as assigned or apparent.

Qualifications

MINIMUM QUALIFICATIONS:

High school diploma or equivalent.

Three years clerical experience.

Intermediate level of proficiency in Microsoft programs particularly Word, Excel and Access.

Two years customer service experience.

PREFERRED QUALIFICATIONS:

Post secondary education in office management, office procedures, computer technology or related education.

Environment

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.

The employee must also sit and talk or hear for extended periods of time. The employee is required to handle or feel objects, tools, or controls; and reach with hands and arms for a majority of the work time. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is indoor/office and the noise level is quiet to moderately noisy.