ADMINISTRATIVE ASSISTANT II
City of Amarillo
•Onsite
About The Position
This position is primarily responsible for the utility cut permitting function - issuing permits, researching utility cuts, invoicing City departments and contractors, etc. Responsible for coverage of both telephone and radio, and recording procedures for on-the-job injuries, vehicular and fixed object accident reporting.
Requirements
- Requires a High School Diploma or its equivalent and two years of office and bookkeeping experience.
- Good organizational skills and the ability to process accurate and complete information received via telephone and radio a must.
- Ability to write legibly.
- Ability to communicate effectively via telephone and use of two-way radio.
- Ability to work effectively in stressful environment due to frequent telephone and radio interruptions, irate public calls, and emergency situations.
- Ability to verbally communicate effectively.
- Ability to perform multiple tasks accurately and efficiently on a consistent basis.
- Good working knowledge of general office and filing procedures.
- Ability to type 25 to 30 wpm.
- Ability to operate standard office equipment including but not limited to copier, fax machine, 10-key calculator.
- Ability to use a variety of computer applications, such as GIS, MGO, Excel, Workday, etc.
- Ability to keep filing up to date.
Responsibilities
- Advises all new plumbers, contractors, etc., of insurance, permitting, inspections, bonds, and various other requirements needed to comply with City ordinances (as needed).
- Ensures insurance certificates and bonds are current for companies requesting excavation permits (daily).
- Coordinates number of excavation permits issued under bond to ensure amount of bond is not exceeded.
- Issues, mails, invoices and tracks excavation permits.
- Develops and maintains spreadsheets used for the tracking of excavation permits.
- Receive and enter utility cut repair notifications in database and process repair orders for repair crews (daily).
- Coordinates with Capital Projects Development & Engineering to ensure all plumbers/contractors requesting plumbing permits have taken out excavation permits when digging in streets or alleys.
- Receives incoming calls for inspections, in forms inspector and follow up by notifying of pass or failure (daily).
- Posts inspections to Excel and prepare final inspection report biweekly for Street Department Supervisor. Ensure all inspections (usually three per permit) are completed.
- Coordinates with Capital Projects Development & Engineering to ensure that plumbers take out excavation permits when digging in the street/alley.
- Notifies companies whose cuts fail final inspections and follow through on such cuts (as needed) to ensure repairs are completed properly and in a timely manner.
- Enters size and date information from completed repair orders into data base (weekly).
- Researches any billing discrepancies with other departments or outside vendors (monthly).
- Evaluates weekly reports to ensure permits are completed by outside vendors in a timely manner.
- Conducts records research, as needed, for determination of permit issuance and/or status of cuts.
- Provides supervisors with monthly calendar for daily service and preventative maintenance of departmental equipment (100+ units).
- Maintains all departmental files as well as conducts yearly purging of office filing system as directed by Street Program Coordinator.
- Receives incoming calls and complaints from citizens, as well as two-way radio communication.
- Enters Material Issue Tickets in computer data base for budget purposes.
- Performs other job-related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
