What are the responsibilities and job description for the Engineering Division Assistant position at Town of Greenwich?
Performs administrative and clerical work in support of the functions of the Engineering Division, with an emphasis on customer service, technology and knowledge of the Public Works Department operations.
Experience and Education:
Associates degree, plus three (3) years of related work experience providing administrative support to an operation focused on engineering or technical projects.
Certifications:
Notary Public’s license in the State of Connecticut within six (6) months of the date of employment.
Qualifications:
Demonstrated knowledge of administrative operations and best practices for records maintenance.
Demonstrated proficiency in the operation of a personal computer and the use of accounting software, Microsoft 365 and other industry-specific software.
Demonstrated ability to deal tactfully and courteously with the general public and colleagues.
Demonstrated skill in keeping detailed, accurate records of financial transactions.
Proven ability to exercise sound independent judgement in making decisions in accordance with laws, regulations and departmental policies.
Proven ability to multi-task, completing projects within prescribed deadlines and expediting administrative functions with minimal supervision.
Proven ability to prepare specialized reports.
Proven ability to compose routine correspondence.
Exam Plan
100% Written
Pass/Fall Computer Skills Examination
Department: Public Works
Division: Engineering
Bargaining Status: GMEA
Salary Range: B
FLSA Status: Non-exempt
Job Code: 9315Reports To: Chief Engineer
Duties and Responsibilities:
Coordinates vendor contracts for engineering projects, in accordance with Town purchasing guidelines.
Responds to inquiries into Engineering Division operations from shareholders and the public.
Tracks status of requests for service, using industry-specific asset management computer software.
Assists with the preparation of the Engineering Division budget.
Serves as recording secretary for the Flood and Erosion Control Board, including preparing and posting agendas, keeping minutes, and coordinating meetings.
Organizes, maintains, and orders office supplies and ensures standard office equipment is in working order.
Prepares and processes invoices.
Creates and updates website content for the Engineering Division.
Prepares correspondence related to Engineering Division projects for residents, consultants and contractors.
Utilizes industry-specific record maintenance software to maintain capital project files and other records.
Prepares and submits reimbursements to the Connecticut Department of Transportation, as well as other federal and state agencies.
Coordinates the work of temporary support staff as needed.
Performs related work as assigned.
Supports Town policies and philosophies.
All positions may be subject to an interview process. The Town reserves the right to limit the number of qualified candidates who will be invited to participate in the examination, or any part thereof.Preference will be given to current Town of Greenwich employees who are members of the GMEA Union pursuant to the collective bargaining agreement between the Town and GMEA.
All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test that includes testing for THC (the psychoactive ingredient in marijuana), given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.
The Town of Greenwich has implemented a policy of background investigations for all full and part time positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.
Salary : $36 - $43
