ADMINISTRATIVE ASSISTANT II

JOB TITLE :

Administrative Assistant II

JOB CLASS NUMBER : CLR405

PAY GRADE : FL S A STATUS :

Non-Exempt

BUSINESS UNIT NAME : Street Department

REPORTS TO :

Street Program Coordinator

SUPERVISORY WORK : None

SUMMARY

This position is primarily responsible for the utility cut function - issuing permits, researching utility cuts, invoicing City departments and contractors, etc. Responsible for coverage of both telephone and radio, and recording procedures for on-the-job injuries, vehicular and fixed object accident reporting.

ESSENTIAL RESPONSIBILITIES

• Advises all new plumbers, contractors, etc., of insurance, permitting, inspections, bonds, and various other requirements needed to comply with City ordinances (as needed).
• Ensures insurance certificates and bonds are current for companies requesting excavation permits (daily).
• Coordinates number of excavation permits issued under bond to ensure amount of bond is not exceeded.
• Issues, mails invoices and tracks excavation permits.
• Receives and enter utility cut repair notifications in database and process repair orders for repair crews (daily).
• Coordinates with Building Safety to ensure all plumbers / contractors requesting plumbing permits have taken out excavation permits when digging in streets or alleys.
• Posts inspections to Access and prepare final inspection report biweekly. Ensure all inspections (usually three per permit) are completed.
• Notifies companies whose cuts fail final inspections and follow thru on such cuts (as needed) to ensure repairs are completed properly and in a timely manner.
• Researches any billing discrepancies with other departments or outside vendors (monthly).
• Evaluates weekly reports ensure permits are completed by outside vendors in a timely manner.
• Conducts records research, s needed, for determination of permit issuance and / or status of cuts.
• Provides supervisors with monthly calendar for daily service and preventative maintenance of departmental equipment (100 units).
• Maintains all payroll records, tracks departmental sick leave incidents, and runs needed reports.
• Maintains all departmental files as well as conducts yearly purging of office filing system as directed by Street Program Coordinator.
• Receives incoming calls and complaints from citizens, as well as two-way radio communication.
• Enters Material Issue Tickets in computer data base for budget purposes.
• Performs other job-related duties as assigned.

M I NIMUM REQUIREMENTS

Requires a High School Diploma or its equivalent and two years of office and bookkeeping experience.

KNOWLEDGE, SKILLS, AND ABILITIES

ADA PROFILE

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this Job, the employee is required to exert up to 10 pounds of force occasionally and / or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The employee is also required to finger, grasp, handle, lift, walk, stand, hear, crouch, reach, speak, see, and Also requires the ability to make rational decisions and perform repetitive motions.

WORK ENVIRONMENT

The employee works in a safe and secure indoor work environment that may periodically have unpredicted requirements or demands.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.