Administrative Specialist III - Engineering

JOB SUMMARY

Work schedule: 9 am-6 pm Monday through Thursday and 8 am-5 pm every Friday. This position requires 100% on-site work and is not eligible for telework or a hybrid work schedule.   

Reports to: Engineering Manager / City Engineer

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

• Formats and types letters, memos, labels, agendas, notices, reports, requests for proposals, contracts or other correspondence on a computer or typewriter and proofs correspondence and related documents of staff.
• Opens, stamps, sorts, logs and distributes incoming mail; prepares and processes outgoing mail, mass mailings, etc.; determines appropriate routing for correspondence.
• Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas.
• Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; develops charts and graphs; prints various reports; relays and interprets administrative decisions, policies and instructions.
• Generates purchase orders, to include: obtaining quotes and bids; preparing requisitions and invoices; analyzing invoices; requesting forms for vendors; coordinating orders; receiving and reconciling shipments with purchase orders; verifying signatures; preparing check requests; ordering and maintaining supplies; performing and/or coordinating equipment maintenance and repairs; and copying, sorting and/or filing information.
• Creates, prepares and distributes legal notices; maintains related logs.
• Serves as liaison and/or secretary to various boards and/or commissions, including: organizing meeting sites; organizing and maintaining documents, records and related information; preparing agendas materials; sending notifications; setting up and attending meetings; monitoring audiovisual equipment; and taking notes and preparing minutes.
• Coordinates and processes citations, permits, applications, etc., including: creating logs; calculating fees; reviewing documents; conducting related research; confirming information received; maintaining databases and filing systems; preparing notices and related documents; entering information into computer system database; and forwarding results, case information, etc., to appropriate parties and staff.
• Processes registration for programs, classes, etc., including: accepting payments; issuing receipts; and processing refunds.
• Enters information into a computer terminal/database, including: updating and closing cases; researching and retrieving information; contacting related parties; and filing information.
• Coordinates travel arrangements; makes reservations; determines cost impact for budget purposes.
• Provides referral information to constituents.
• Organizes and maintains various filing systems.
• Assists technical services staff in maintaining web page information; programs telephone systems; assists in training staff on computer and telecommunications systems; serves as contact for identifying and resolving system problems.
• Composes confidential correspondence and maintains files associated with same.
• Tracks due dates for reports, correspondence, etc.
• Interviews, screens, and greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; receives and processes payments; provides information on departmental services and functions.
• Maintains and processes payroll information, including: verifying information; maintaining leave information; tracking personnel actions; maintaining related records; compiling time sheet information; and separating and distributing checks.
• Composes correspondence in accordance with standard policies; answers various inquiries; explains policies and procedures and arranges appointments; processes orders and updates manuals, rosters, mailing lists, labels, etc.; processes routine and non-routine matters independently.
• Assists in the formulation of the budget, including: making recommendations; preparing forms; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; preparing quarterly financial reports; preparing transfer memos; and attending budget meetings/hearings.
• Prepares resolutions, ordinances and/or legislation for presentation.
• Interacts with a variety of high level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.
• Reports administrative and/or operational problems to supervisor.
• Relieves officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards, monitoring and communicating departmental policies and procedures, and updating publications for final approval.
• Performs specialized research and statistical work on assigned projects for staff and management.
• Maintains calendar of conference rooms, special purpose facilities, and various meeting spaces.
• Uses the computer system to retrieve a variety of daily, monthly and yearly reports; maintains routine financial records.
• Transcribes audio tapes; types and edits documents.
• May deal with sensitive and confidential personnel matters at the direction of senior level staff and/or the department director.

IMPORTANT JOB FUNCTIONS:

• Assists in coordinating events and programs, including: organizing and maintaining materials and supplies; obtaining contracts and agreements with vendors, etc.; recruiting volunteers; confirming speakers; and creating and distributing informational materials, invitations, confirmations, etc., to various agencies and organizations.
• Tracks and records operations of hearings; composes correspondence related to same.
• Produces and distributes lists, brochures, etc., related to City services and programs;
• Photocopies reports, memos, and other various documents for requesting parties; develops various forms.
• Disseminates a variety of information to various agencies, divisions, or departments via telephone, mail or FAX.
• May serve as backup for other positions within the department.
• Performs other related duties as assigned.

Education and Experience:

• High school diploma or GED; Associate’s degree in related field is preferred; and,
• Three (3) to four (4) years of progressively responsible related experience; or,
• Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Knowledge of:

• External governmental bodies and agencies related to area of assignment.
• Human resources policies.
• Office administrative and secretarial practices and procedures.
• Complex accounting and budgeting principles and practices.
• Record keeping, report preparation, filing methods and records management techniques.
• Administrative principles and practices, including goal setting and implementation.
• Principles, practices, and techniques of effective customer service and collaborative problem solving.
• Project management techniques, including contract management.

Skill in:

• Preparing clear and concise reports, correspondence and other written materials.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Analyzing and resolving office administrative situations and problems.
• Researching, compiling, and summarizing a variety of informational and statistical data and materials.
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Applying logical thinking to solve problems or accomplish tasks; understanding, interpreting and communicating complicated policies, procedures and protocols.
• Typing from rough draft or printed text using a computer or typewriter.
• Taking and transcribing minutes.
• Communicating orally and in writing with internal staff, the public , and City and government officials in order to give and receive information in a courteous manner.
• Using a computer and all computer applications to perform the essential and important functions of the job.
• Operating and routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.

Abilities:

• Ability to communicate in English both orally and in writing at the appropriate level.
• Ability to perform mathematical calculations at the appropriate level.
• Ability to learn and follow City and departmental policies procedures.
• Ability to read and interpret documents such as operation and maintenance instructions, and procedure manuals.
• Ability to understand and carry out written and oral instructions, giving close attention to detail and accuracy.
• Ability to establish and maintain effective working relationships with others.
• Ability to draft and type correspondence.
• Ability to deal with problems involving several variables in standardized situations.

While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull and/or lift up to 10 pounds frequently and up to 25 pounds occasionally.

Working Conditions:

• Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.
• The incumbent's working conditions are typically moderately quiet. Depending on assignment, the employee is frequently exposed to persons who are upset and/or irate and volatile situations when performing the essential functions of the job.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.