Operations Assistant, Highway

Job Summary

Work is performed for the Highway Department and involves clerical support, reception and referral, preparation of documents and reports, preparing purchase orders, personnel support duties, general office administration, and payroll duties. The Highway Department includes approximately 90 staff members and this position works closely with supervisors, other County departments, and the public.

• Assists Highway Accountant with confidential issues such as personnel issues, disciplinary issues, confidential correspondence, etc.
• Performs reception and referral duties for the Highway Department, serving as the point of contact for the office and routing all inquiries to the appropriate staff.
• Provides customer service by effectively responding to customer inquiries regarding road maintenance, utility permits, residential driveway permits, over-weight vehicle permits, house moving permits, access permits, and subdivision regulations.
• Makes copies and scans of maps using large format scanner and copy machines as needed.
• Utilizes CityWorks software to create work orders for road maintenance requests.
• Prepares purchase orders utilizing MUNIS software and monitors line item balances.
• Coordinates emergency maintenance requests with Operations & Maintenance staff.
• Performs clerical duties including filing/scanning documents; preparing correspondence; open, sort, and distributing mail; and general office operations.
• Completes First Report of Injury for Worker’s Compensation claims and coordinates with Personnel Department for any required post-accident drug screening or examinations.

• Assists staff with accident/incident reporting through risk.shelbyal.com.
• Schedules meeting rooms within the Ray Building and County Shop.
• Maintains supplies and employee time records for mosquito spraying performed for the Environmental Department.
• Maintains office and inspection supplies including copier toner, paper, plotter supplies, batteries, pens, paint, flagging, and other supplies.
• Collects data and assembles reports of Highway Department statistics.
• Runs monthly charge reports, reconciles charges, and distributes invoices for fleet maintenance services performed by the Highway Shop for other County Departments.
• Prepares the monthly Highway Operations Report for distribution to the County Manager and Commissioners.
• Maintains the employee business fund and coordinates distribution of fruit baskets/ flowers when there is a sickness or death.
• Posts time and attendance for hourly staff and ensures reports are complete and accurate.
• Maintains fixed asset inventory for Highway Department equipment, including disposition and transfer forms.
• Maintains a listing of staff training and certifications and assists staff with scheduling training and conferences.
• Maintains personnel files for the Highway Department.
• Maintains bridge files for National Bridge Inspection Standards (NBIS) reporting requirements.
• Files insurance claims for damaged County assets including roadway signs and guardrail.
• Coordinates claims from the public for personal property damage.
• Performs all duties in a safe and efficient manner.
• Performs other duties as assigned by supervision.

Qualifications and Requirements

MINIMUM REQUIREMENTS

• High school diploma or equivalent.
• Four years of work experience performing clerical duties, reception and referral and related duties for a large office and for multiple people.
• Two years of work experience using with Microsoft Office Suite (Word, Excel, Powerpoint, and Outlook).
• Willing to work nonstandard hours and more than 40 hours per week when required.
• Valid Driver's License.

• Experience with CityWorks and MUNIS software.

Physical Demands & Work Environment

PHYSICAL DEMANDS
Work is sedentary in nature and involves sitting, standing, bending, walking, lifting, and carrying up to 25 pounds.

WORK ENVIRONMENT
Work is performed in an office environment.

Conditions of Job Offer and Employment

EXAMINATIONS: No written or performance examination will be required for this position. Applicants are screened and certified based on an evaluation of their education, training, experience and other requirements as outlined in this Position Announcement and denoted on their Job Application and responses to the Supplemental Questionnaire. Applicants may be interviewed to determine their qualifications and suitability for the position. Selected candidates will be required to successfully complete a background check, including references and criminal background.

PRE-EMPLOYMENT/POST OFFER DRUG SCREENING: Shelby County is committed to providing and maintaining a drug-free work environment. After receiving a conditional offer of employment, applicants are required to pass a drug test conducted at a test site designated by Shelby County.

Shelby County, Alabama is an Equal Opportunity Employer. Qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, disability or any other legally protected status.