Office Admin Assistant - Secondary Roads

Job Description

Job Description

Description:

Position Title: Admin Assistant

Prepared By: County Engineer’s Office

Date Prepared: September 27, 2023

Date Revised: June 25, 2025

Job Objective:

1. Will be hired by and work under the supervision of the County Engineer. The position has been classified as FLSA Non-Exempt; normal hours are 8am to 4:30pm Monday – Friday.

2. Perform a variety of secretarial, office support and accounting/financial duties relating to the operation of the County Engineer Department.

3. Will be governed by the “Boone County Employee Handbook” approved by the Boone County Board of Supervisors.

Job Functions:

Essential Functions:

1. Prepares secondary road payroll using DOT coding and maintains appropriate records and employee benefit reports.

2. Post to ledger accounts, calculates and records accounts payable and receivable.

3. Assists the Assistant to the Engineer I when absent in processing claims for payment using proper DOT coding and posting to an accounting ledger.

4. Assists the Assistant to the Engineer I when absent with month end procedures.

5. Assists in filing and keeping records of utility permits, trip permits and entrance permits in the GeoPermitting system daily.

6. Checks documents for math errors, completeness and presence of supporting documents.

7. Maintains and records detailed records of parts and supply inventories weekly and prepares a final report for the County Engineer for budget purposes. Prepares a final report for the State Auditor.

8. Prepares spreadsheets annually for filter bids.

9. Maintains detailed records of equipment and repair of equipment including contacting the County’s insurance carrier about new purchases and/or sales and trade-ins.

10. Files, maintains and follows up on any equipment accident and/or property damage reports.

11. Prepares invoices for materials, supplies and services rendered.

12. Assists the Assistant to the Engineer I with the dust control preparations.

13. Prepares vouchers for reimbursement of fuel and sales tax refunds by the State of Iowa.

14. Handles complaints and work order requests from the public and routes them to the appropriate secondary road staff.

15. Follow established safety protocols.

16. Responds to mail, phone and walk-in inquiries from the public, and refers people to other appropriate parties as necessary.

17. Filing and scanning various documents.

18. Collects and deposits money to the Treasurer’s Office.

19. Communicates orally or in writing to customers with delinquent invoices.

20. Assist customers with drainage district maps.

21. Required to have a working knowledge of the Iowa One Call Ticket System and completing the ticket process.

22. Assists Assistant Engineer, Foremen, Maintenance Superintendent and Engineering support staff as necessary.

23. Additional duties may be assigned by the County Engineer and/or Assistant to the Engineer I.

24. Obtains fuel bids from various vendors and coordinates deliveries with maintenance facility. Also maintains current listings of all departments in the Fuel Master Program.

25. Maintains the Road Notification System.

26. Assists the Assistant to the Engineer I in maintaining Workers Compensation employee payroll records.

27. Assists the Assistant to the Engineer I with FEMA cost tracking and accounting.

28. Orders and inventories all employee safety gear.

Additional Required Essential Functions:

1. Maintains Secondary Roads portion of the County website, including any Bid/Quote, dust control and annual County graveling notices.

2. Attends classes that further aids in the understanding of daily duties.

3. Types forms, letters or documents for various secondary road functions.

4. Ensures all software programs are running properly.

5. Maintains the County fleet GPS Program.

6. Administrator of RT Vision payroll system.

7. Be reliable, responsible, and dependable in fulfilling obligations. Maintain a high level of confidentiality and a personal high level of integrity.

Essential Position Standards:

1. Communicate on both telephone and two-way FM radio.

2. Effectively communicate with the residents of Boone County.

3. Operate office equipment such as computer, printer/plotter, Fax, postage machine, copy machine and scanner.

4. Some traveling is required to meetings and training in other locations.

Job Location:

1. County Engineer’s Office at the Courthouse, 201 State St., Boone, Iowa.

Physical Demands

1. This work requires the occasional exertion of up to 10 pounds of force.

2. Work regularly requires sitting, speaking, hearing, using hands to fingers, handle or feel and repetitive motions and occasionally requires standing for long periods.

3. Work has standard vision requirements.

4. Vocal communication is required for expressing or exchanging ideas by means of the spoken word.

5. Hearing required to perceive information at normal spoken work levels.

6. Work requires preparing and analyzing written or computer data.

7. Operating machines and observing general surroundings and activities.

8. Work has no exposure to environmental conditions.

9. Work is generally in a moderately noisy location (e.g. business office, light traffic).

Mental Demands

1. Work under pressure with interruptions and challenging deadlines.

Minimum Required Essential Qualifications:

1. High School Diploma/GED.

2. Knowledge of the principles and practices used in accounting and bookkeeping transactions.

3. Ability to read and post numeric data with speed and accuracy.

4. Ability to establish and maintain effective working relationships within and outside the department.

5. Knowledge of computer network systems and Microsoft Office Suite.

6. Must clear Pre-Employment Screening, Pre-Employment Physical, Pre-Employment Drug Test, clear Motor Vehicle Record and Pre-Employment Criminal History Background Check.

Hourly Rate: $26.85