Administrative Secretary

Job TitleResponsible 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.Essential Functions Of WorkDispatches and schedules technicians to inspections per the contractor's needs, tracks the status of inspections, and ensures that inspections are completed. (30%)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. (30%)Maintains and updates information sheets for all Engineering Office files, ensuring they are readily available for review by the Engineering team and other departments. (10%)Prepares and distributes monthly invoices, including those for development projects and inspection-related services. (2%)Logs and tracks employee timesheets. (2%)Reviews warranty calendar and notifies the City Engineer of projects nearing warranty completion. (1%)Assists the City Engineer in formulating the yearly budget and manages each expense account. (5%)Orders office supplies and furniture for the Engineering personnel. (10%)Uses multiple computer programs and City multi-line phone system. (10%)Education & ExperienceA high school diploma or equivalent.Two years of advanced secretarial work.Demonstrated functional knowledge of Microsoft Office software.Necessary Special QualificationsCandidate 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.Requirements Of WorkKnowledge 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.Core CompetenciesExcellent Customer ServiceMathematic SkillsConfidentialityComputer SkillsOrganizational SkillsProfessional Communication Skills (both oral and written)Supervisory ResponsibilityThis position does not supervise staff.Work EnvironmentWhile performing the duties of this job, the employee is in an office like setting.Physical DemandsWhile performing the duties of this job, the employee is frequently required to stand, walk, sit, bend, crawl, twist, reach, ride and perform similar body movements in confined spaces. Must have the ability to perform heavy physical work and to lift and carry up to 30 pounds at a time; the possession of hand/eye coordination sufficient to use office equipment and operate a motor vehicle; the ability to talk and hear in person or by telephone and two-way radio; and the ability to see and read instructions and reports.Expected Hours Of WorkThe work schedule is a 40-hour work week, Sunday through Saturday. Work is typically performed Monday through Friday. This position is a non-exempt and eligible for overtime. Any overtime must be authorized prior to working.TravelTravel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.