Eng. & Storm - Executive Assistant

Description

CLASSIFICATION TITLE: EXECUTIVE ASSISTANT, ENGINEERING

PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide administrative and clerical office support for the Engineering Department. Employees in this classification prepare and process a variety of reports, forms, and correspondence; assist in tracking departmental and project, budget and expenses; and file and maintain departmental records including engineer plans and specifications.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Types, processes, prepares and files correspondence, forms, reports, studies, inspections, plans and specification, or other materials; takes and transcribes dictation; prepares reports required by department, City, State and Federal agencies. Maintains records of various kinds for work done by the department.

Processes incoming and outgoing mail.

Answers the telephone; receives visitors; from the public and other city departments; maintains schedules and calendars; makes appointments.

Communicate with contractors, design professionals, other city departments as well as the general public concerning active and past projects, deed and easement research, engineering assistance, drainage complaints and general infrastructure support questions.

Track finances including receiving invoices, quotes, bids, and estimates for projects as well as prepares bills to be paid. Assist with annual fiscal budgeting process.

Maintains inventory of supplies; orders or requisitions supplies as needed; inputs and updates purchase orders; may order parts for vehicles survey equipment, plotter and printer and other equipment as needed.

May maintain petty cash and ledger.

Codes departmental invoices in the absence of City Engineer.

Schedules inspections and meetings; attends meetings.

Operates one or more of the following: a personal computer, calculator, copier, base station radio, hand held radio, facsimile machine, telephone, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, Geographic Information System (GIS) or other system software.

Uses GIS data base physical and electronic files to respond to questions or create work requests for members of the Engineering Section.

ADDITIONAL FUNCTIONS

Maintains cleanliness and order of work environment.

Manage departmental travel card for employee training and conference travel.

Manages safety equipment and office expendables and uniforms.

Performs other related duties as required.

Requirements

MINIMUM QUALIFICATIONS:

High school diploma or GED; one year of experience in administrative and clerical work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.