Engineering Administrative Secretary

City of Great Falls • Great Falls MT 59404, MT

1d • Onsite

About The Position

Responsible for a variety of clerical tasks, including welcoming customers and staff, answering calls for the engineering team, scheduling inspections for engineering technicians, managing financial records, and processing payments. This role also serves as a key liaison, coordinating communication between contractors and inspectors. Work is performed under the supervision of the City Engineer.

Requirements

• A high school diploma or equivalent.
• Two years of advanced secretarial work.
• Demonstrated functional knowledge of Microsoft Office software.
• Candidate must possess a valid Montana driver’s license.
• The employee must possess or be able to obtain a valid Notary Public certification within six months of being hired.
• Knowledge of general office equipment.
• Knowledge of basic mathematics.
• Basic knowledge of general clerical work.
• Basic human relations skills.
• Ability to understand and follow written and oral instructions.
• Ability to sit for long periods of time.
• Ability to become a Notary Republic.

Nice To Haves

• Excellent Customer Service
• Mathematic Skills
• Confidentiality
• Computer Skills
• Organizational Skills
• Professional Communication Skills (both oral and written)

Responsibilities

• Dispatches and schedules technicians to inspections per the contractor’s needs, tracks the status of inspections, and ensures that inspections are completed.
• Oversees financial records for projects ranging from under $25,000 to multi-million-dollar budgets, ensuring accurate and timely processing of payments for contractors and the State of Montana.
• Maintains and updates information sheets for all Engineering Office files, ensuring they are readily available for review by the Engineering team and other departments.
• Prepares and distributes monthly invoices, including those for development projects and inspection-related services.
• Logs and tracks employee timesheets.
• Reviews warranty calendar and notifies the City Engineer of projects nearing warranty completion.
• Assists the City Engineer in formulating the yearly budget and manages each expense account.
• Orders office supplies and furniture for the Engineering personnel.
• Uses multiple computer programs and City multi-line phone system.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED