ADMINISTRATIVE ASSISTANT II
About The Position
Under limited supervision, this position will provide a wide variety of complex clerical tasks using several office machines and software. Will assist the Resource Administrator and Project Inspectors with processing and tracking Right-of-Way Permits, Network Node Permits, and citizen complaints using e-Builder Software and GIS maps. Accurately and efficiently processes Waivers, Excavation Fill Permits, and enters data into e-Builders System and other departmental software. Will frequently work with other City Employees, Developers, Contractors, and the Public. Accurately and efficiently reconciles and invoices department timesheet charges. Is responsible for filing and will serve as a backup receptionist, process outgoing mail and correspondence, and scan and maintain files on projects. Will provide backup and support for other department staff and performs other job-related duties as assigned.
Requirements
- Minimum of two years clerical experience
- Working knowledge of the personal computer with experience in Microsoft Office Suite.
- Basic knowledge of database and spreadsheet programs; access experience preferred
- e-Builder software experience preferred
- Ability to type 35 wpm preferred
- Ability to use software including Internet, Outlook, Word, Excel, Access, JD Edwards, Adobe Acrobat, e-Builder and Hummingbird
Nice To Haves
- Access experience preferred
- e-Builder software experience preferred
- Ability to type 35 wpm preferred
Responsibilities
- Assist Resource Administrator and Project Inspector with processing and tracking Right-of-Way Permits, Network Node Permits, and citizen complaints using e-Builder Software and GIS Maps.
- Processes Waivers, Excavation Fill Permits, Right-of Way and Node Permits
- Effectively communicates with fellow personnel, contractors, and the public using tact and diplomacy.
- Performs clerical duties related to the operation of the department.
- Accurately and efficiently reconciles and invoices department timesheet charges
- Accurately and timely updates and maintains e-Builder
- Prepares reports from e-Builder and databases in a timely manner.
- File all correspondence and documents related to Capital Projects & Development Engineering projects. Responsibilities includes filing, scanning, indexing files, and making copies, distributions as requested.
- Serves as backup receptionist for the department; answer phones, greets the public and determines their needs; accurately and timely distributes all outgoing correspondence including plans and other correspondence as required.
- Type letters and miscellaneous correspondence as requested
- Assist other department staff as required.
- Assist with processing public information requests
- Perform miscellaneous admin duties as assigned.
- Maintains department library
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
