Administrative Assistant I - Engineering

Administrative Assistant Position

Looking for flexibility in part time employment with an administrative assistant position that will challenge your attention to detail and appreciate your superior ability to multitask and produce high quality work? Our engineering department has an opportunity to join the City of Coon Rapids for a highly motivated, professional administrative assistant!

The City of Coon Rapids employs a great team of people dedicated and service centered! Our mission revolves around the understanding that only together, can we provide outstanding leadership and services that strengthen our community. Serving our citizens and local businesses is essential in our work. Our vision is to strengthen our community with a respectful, collaborative, and innovative employee culture that values employee growth, personal balance, and contagious enthusiasm. Our core values include dedication to essentials such as trust, teamwork, innovation, and commitment to excellence! No doubt we have something great here! This position works under the direction of the City Engineer and general guidance of the Public Works Administrative Support Supervisor to provide a variety of responsible and confidential administrative, technical, and clerical support functions for the Engineering Division. Acts as liaison with other City departments, staff, officials, outside agencies and the public by establishing and maintaining a favorable, professional image for the City. This position is based out of City Hall and includes occasional in-person support at the City's Public Works facility. Only those applicants who submit a cover letter and resume will be considered. Hiring range: $30.48 to $32.23. Full position range: $30.48 - $37.95. The City of Coon Rapids is proud to be an Equal Opportunity Employer and actively seeks a diverse workforce that reflects the community we serve.

Essential Duties and Responsibilities

Essential duties listed below are intended as illustrations of the various types of work that will be performed. The omission of specific statements of duties does not exclude them if the work is similar, related or a logical assignment to the position.

• Engineering Division's initial point of contact for the public during regular business hours; provides general information and direction, handles inquiries and concerns in person, by telephone, or email; directs inquiries to appropriate personnel as needed.
• Performs special projects and tasks related to Engineering Division administration activities, including research, reporting, community engagement and mailings.
• Coordinates and schedules daily and specialty meetings (open houses and preconstruction), and updates departmental calendars as needed.
• Drafts and prepares correspondence in response to public inquiries or Council action.
• Relays messages and information to various City staff and field personnel.
• Maintains Engineering website as needed, including weekly construction updates.
• Traffic Review Committee administrator; prepares agendas, minutes, and follow up action items and property owner response letters.
• Operates computer utilizing various software packages (MS 365 including MS Office products and Teams, BS&A, CityWorks, Laserfiche, GIS, etc.); troubleshoots office equipment problems and initiates maintenance tickets to IT as needed.
• Manages and orders office supplies, secures purchase orders, and assists with departmental credit card purchases.
• Performs occasional tasks requiring confidentiality.
• Files documents, reports and correspondence for department; maintains filing system and records, both manual and electronic.
• Sorts and prioritizes Engineering division mail.
• Prepare and process invoices, purchase orders, construction project payments, reimbursements, and other financial or budget-related administrative tasks for the division.
• Assist with the processing, tracking, and filing of engineering permits, development applications, contracts, and project-related documentation.
• Compile, organize, and assemble information related to capital improvement projects, construction specifications and contracts, and engineering activities to support departmental reporting and project administration.
• Maintains regular and reliable attendance during scheduled work hours.
• Maintains positive professional working relationships with all staff levels, other jurisdictions and outside agencies, and the public.
• Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and citizen customers.
• Serves in partnership with other administrative staff within the Public Works department.
• Performs other related functions, special projects, and tasks as apparent or delegated.
• Performs essential position duties and responsibilities under the working conditions and physical demands described herein.

Required Knowledge and Abilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

• Excellent written and oral communication skills. Must be able to communicate effectively and tactfully in written and oral form with both internal and external customers.
• High degree of resourcefulness to effectively respond to a wide variety of requests.
• Extensive knowledge and proficiency in use of various computer software packages, including Microsoft word processing and spreadsheet applications, and GIS-based computer programs.
• Demonstrated strong organizational ability and confidentiality.
• Ability to establish and maintain effective working relationships with City personnel, external vendors and the public, using excellent communication and interpersonal skills.
• Ability to type 50 WPM and competently operate related office equipment and computer software/hardware.
• Ability to organize and manage multiple tasks, work effectively under pressure, and complete work in a timely and accurate manner with minimal supervision.
• Working knowledge of departmental practices and procedures to ensure accurate responses to inquiries and timely completion of projects.
• Ability to exercise initiative and discretion, be detail oriented, and follow through with tasks.
• Ability to perform job functions with tact, diplomacy, and a high degree of accuracy.
• Ability to work effectively independently as well as in a team environment.
• Perform research, assemble information and prepare complex reports and studies.
• Maintain a team and service-oriented approach to work.
• Must have the ability to accept constructive criticism or discipline in a positive manner, initiating self-development to improve job performance.
• Promote a cooperative atmosphere in the department and exhibit a positive attitude.
• Maintain and foster a work environment that supports the City's mission and values with a respectful, collaborative and innovative employee culture that values employee growth, personal balance and contagious enthusiasm.

1. Service - We value outstanding service. Our City deserves the best.
2. Trust - Trust means everything. Be accountable. Be transparent.
3. Teamwork - Teamwork allows us to accomplish more. We tackle challenges and celebrate successes together.
4. Innovation - Innovation is vital for our future. We are not afraid of new ideas.
5. Excellence - It's the expectation.

Qualifications and Other Information

MINIMUM QUALIFICATIONS: A combination of training and experience is substantially equivalent to the following: Associate's or technical degree in a related field, plus at least two (2) years providing administrative support. Minimum 50 wpm. PREFERRED QUALIFICATIONS: Five (5) years of progressive administrative support experience with at least one (1) year providing clerical assistance in the engineering or municipal construction field. Three (3) years of public-facing customer support. Experience in the preparation of contract documents and specifications for engineering or infrastructure-related projects.