Administrative Assistant Engineering

Job Description

The Administrative Assistant provides support to managers and employees for the Engineering Department through a variety of tasks related to the organization. Assists with administrative related duties when workloads and/or staffing levels necessitate assistance. This may include distribute various documents processing inspection requests performs payments specialized clerical and customer service functions in support of the operations of the Engineering Department. This position is currently funded with the American Rescue Plan Act funds (ARPA).

Job Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification; only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional; position-specific duties.

• Assists with processing invoices; purchase orders; credit card transactions; fuel receipts; check requests; refunds; and other financial documents for the department.
• Process training registrations and travel requests for staff.
• Answer phones; greet customers and provide customer service assistance involving a variety of city services.
• Assist with budget management by producing budget reports and monitoring expenditures
• Schedule inspection requests; enters requests into computer; and posts requests to the proper inspector’s inspection list.
• Copies; distribute; and maintains permit files; records of inspections; correspondence; and various certificates of occupancy issued. Maintains computer database of plan logs; updates information; and provide reports as needed.
• Perform office support services including typing of forms; memoranda; correspondence; reports; sorts; logs and maintains records and other documents; learns policies; procedures and work methods associated with assigned duties.
• Coordinate and assist with events; presentations; training; and meetings.
• Manage public information requests ensuring compliance with the Public Information Act.
• Mail collection and distribution.
• Maintain the department’s web.

Qualifications:

To perform this job successfully; an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge; skill and/or ability required at the time of hire or for continuation of employment.

• High School Diploma or equivalent
• A minimum of two (2) years’ experience in customer service; desktop computer applications (Microsoft Suite) and general word processing/computer skills; and money management

• Valid Texas driver’s license and acceptable driving record.

  Required Skill in:

  • Ability to cooperate with staff and the public.
  • Ability to maintain a professional manner when dealing with the public.
  • Ability to use office equipment; such as; copy machines; computers; fax machines; 10-key calculator; postage machine; etc.
  • Ability to organize; prioritize and carry out office work with minimal supervision.
  • Ability to type a minimum of thirty-five words per minute (35 wpm); preferred.

  Reasoning Abilities:

• Ability to define problems and deal with a variety of situations.
• Ability to think quickly; use tact and diplomacy in dealing with stressful situations.
• Ability to plan work and establish priorities.
• Ability to use good judgement and effectively problem-solve.

  Language/Communication Skills:

• Ability to communicate effectively with other members of the staff; supervisor and the public.
• Ability to communicate effectively in both written and verbal form.

  Mathematical Skills:

• Ability to perform basic mathematical calculations without the aid of a calculator.
• Ability to receipt funds; accurately count money and make accurate change.

Physical and Work Environment

The physical environment and the work environment described are representative of those that must be met by an employee to successfully preform the function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Environment:

• The duties of this job may include physical activities such as reaching; standing; walking; fingering; grasping; talking/listening; seeing/observing and performing repetitive motions.

• Specific vision abilities required by this job include close; distance and peripheral vision; depth perception and the ability to adjust focus.

Work Environment:

• Repetitive activities (performance or the same physically demanding activity.

• Time pressure (frequent rush jobs; urgent deadlines; etc.).
• Working under distractions (telephone calls; distractions; disturbances).
• Unpleasant social situations (necessity of dealing with irate or disturbed individuals).