Administrative Specialist III (Engineering Dept.)

Administrative Specialist III

The purpose of this classification is to perform secretarial/administrative work associated with providing support and processing information/documentation relating to an assigned department/division.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides administrative support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.

Provides secretarial/administrative support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation; maintains confidential files.

Acts as liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among division/department personnel.

Coordinates travel arrangements, flight reservations, accommodations, conference registrations, or other travel-related plans for department/division staff.

Performs customer service functions; answers telephone calls, greets visitors, or assists individuals in person; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department/division services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to questions/complaints, researches problems, and initiates problem resolution.

Coordinates arrangements for various meetings, such as Town Council meetings, board/commission meetings, committee meetings, staff meetings, conferences, workshops, or other activities; reserves use of rooms; prepares/distributes agendas and meeting packets; notifies meeting participants of meeting dates/times; coordinates food/beverages, equipment, supplies, equipment, and room setup; sets up recorder to record meeting proceedings; verifies operation of recorders, microphones, or other equipment; attends meetings; maintains attendance records; records and transcribes minutes as needed; reserves meeting rooms for various meetings.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage.

Processes purchasing documentation; researches products/prices with vendors and obtains competitive price quotes; enters purchase order, field purchase order, and blanket purchase order data into computer system; prepares purchase orders; maintains purchasing records.

May order flowers/gifts for Town officials, employees, or other individuals in acknowledgement of hospitalization, death in family, or other situations.

Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, and assigns proper budgetary code; reconciles invoices with monthly statements; forwards invoices to Finance Department for payment.

May maintain petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed.

Processes payroll documentation; reviews timesheets for accuracy and completeness; makes applicable calculations and researches discrepancies; enters payroll data into computer for payroll processing; maintains attendance records.

Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; prepares budget transfer forms; obtains price quotes for purchases as required.

Transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel.

Copies and distributes forms, reports, correspondence, and other related materials.

Processes incoming/outgoing mail; sorts, opens and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs.

Performs records management functions; maintains file system of various files/records for the department/division; prepares department records for imaging; coordinates merging of files with department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.

Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.

Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.

Types, composes, prepares, or completes various forms, reports, correspondence, logs, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, agendas, staff reports, statistical reports, charts, spreadsheets, flyers, presentations, or other documents.

Receives various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, police reports, applications, project requests, contracts, plans/drawings, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Performs basic computer software functions which include, but are not limited to, enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, optical scanning, calendar, email, Internet, or other programs.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; provides operational support to system/equipment users; coordinates service/repair activities as needed.

Attends various meetings and serves on committees as needed.

Maintains confidentiality of departmental issues and documentation.

Communicates with supervisor, employees, other departments, Town officials, vendors, contractors, consultants, applicants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Duties when assigned to the Engineering & Public Works Department:

Prepares and edits contracts, agenda items and legal documents; assists with preparation of department contracts including general contracts, state/federal agency grant programs; ensure that documents posted to the website are screen reader accessible.

Prepares and publishes legal advertisements.

Manage citizen request software (JupConnect) and communicate with the public via email and phone.

May perform assistance as the administrator for asset management software.

Acts as web content manager for department's internal and external webpages.

Performs customer service functions by providing information and technical assistance to citizens, property owners, land developers, contractors, architects, appraisers, planners, Town staff members, or other individuals/agencies regarding building and Engineering/Utilities permits, Business Tax Receipt, procedures, forms, fees, or other issues; responds to routine questions or complaints; researches problems and initiates problem resolution. Assists with online submittal process to facilitate processing of applications and scheduling of inspections; prepares and scans documents and plans for imaging.

Manages the Engineering/Utilities Permit system. Receives and reviews: permit applications, permit checklists, various forms, reports, correspondence, various permits, revised plans, review comments, map requests, escrow account balances, site plans, engineering plans, architectural drawings, elevations, surveys, drainage statements, maps, zoning maps, land use maps, code amendments, codes, ordinances, regulations, policies, procedures, software user guides, manuals, reference materials, or other documentation; completes, processes, forwards or retains as appropriate.

Uses permit software to calculate and process permit fee collection. Withdraws money from escrow accounts for plat fees.

Assists project managers with project administration by preparing and organizing contract documentation, tracking procurement paperwork, processing and routing payment applications for PM review, scheduling meetings, preparing agendas and meeting minutes, maintaining project correspondence and records, and assembling project close-out documentation.

Interprets/applies Town business registration requirements, state business registration statutes, processes business and maintains Out of Town Contractor/Business Information.

Assist with the coordination, collection, and distribution of department Public Records Requests.

Performs notarization of documents as needed.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

Minimum Qualifications:

• High school diploma or GED.
• College level course work or vocational training in secretarial science, bookkeeping, and personal computer operations.
• Three (3) years previous experience or training that includes secretarial work, bookkeeping, office administration, record