Administrative Assistant

District Engineer Supervisor

Under general supervision, performs a wide variety of administrative, clerical, and customer service functions in support of the Engineering Department. Serves as the department's primary point of contact and front desk representative, providing professional and responsive customer service to the public, constituents, consultants, contractors, and District staff. Coordinates daily office operations by maintaining departmental records and files, processing documents, scheduling meetings, and supporting engineering staff with administrative and project-related tasks. Ensures efficient department operations through effective communication, organization, and attention to detail while maintaining confidentiality and delivering exceptional customer service.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential duties and responsibilities include:

• Serve as the primary point of contact for the Engineering Department, welcoming visitors, managing multi-line telephone calls, and responding to email and electronic inquiries.
• Provide courteous, professional, and timely assistance to customers, developers, contractors, consultants, and the general public regarding engineering services, policies, permits, policies, procedures, and departmental requirements.
• Route inquiries to the appropriate department or personnel and follow-up as needed to ensure responsive and efficient customer service.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain a professional, organized, and customer-friendly reception area and general office environment.
• Prepare, proofread, format, and distribute professional correspondence, reports, meeting agendas, minutes, spreadsheets, presentations, and other departmental documents.
• Maintain and organize paper and electronic filing systems, ensuring the accurate retention, accessibility, and security of engineering records, plans, permits, and correspondence.
• Enter, update, verify and retrieve information from databases, document management systems, and other software applications to support departmental operations.
• Coordinate and schedule appointments, meetings, inspections, and conference room reservations for engineering staff.
• Receive, process, and distribute incoming and outgoing correspondence, maintain accurate records and document tracking systems to ensure timely processing and follow-up.
• Assist with the processing and tracking of applications, easements, permits, encroachment requests, and other engineering-related documents.
• Maintain engineering project files and records in compliance with District policies, procedures, and records retention requirements.
• Coordinate with District departments, external agencies, consultants, contractors, and customers to facilitate the timely exchange of project information and documentation.
• Assist with compiling, organizing, and analyzing data; prepare reports, and monitor project status updates to support departmental operations and management decision-making.
• Support engineering staff by maintaining and organizing technical documents, maps, drawings, specifications, and project records.
• Maintain the organization, security, and accessibility of the map and records vault, ensuring accurate storage and retrieval of information.
• Represent the District at meetings and public events as assigned by the Engineering management.
• Provide administrative support for engineering projects and special assignments as needed.
• Process purchase requisitions, invoices, payment requests, and related financial documents in accordance with District policies, procurement requirements, and applicable State regulations.
• Monitor, maintain, and replenish office supply inventories to ensure the efficient operation of the Engineering department.
• Assist with departmental budgeting activities by tracking expenditures, maintaining expense documentation, and supporting the preparation of budget-related reports.
• Maintain the confidentiality of sensitive and proprietary information in accordance with District policies and applicable regulations.
• Responsible for knowing and complying with all District policies, procedures, and workplace safety standards and regulations.
• Assist with EBID public education demonstrations and community outreach.
• Maintain regular and punctual attendance during scheduled shift and demonstrate flexibility to accommodate occasional schedule change adjustments to meet operational needs.
• Represent the District in a professional, courteous, and positive manner when interacting with employees, customers, and the public.
• Contribute to a team effort by accomplishing tasks assigned.
• Perform other related duties, special projects, and assignments as assigned.

Knowledge of modern office procedures, practices, and equipment; customer service principles and techniques; proper handling of confidential information; effective communication in verbal and written forms; attention to detail and punctuality; business English, grammar, spelling, and punctuation; filing and records management systems; legal terminology, forms and research methods; engineering, construction, legal and administrative issues; standard office software including Microsoft Office Suite; public agency office procedures and records management principles.

Ability to provide professional and courteous customer service in person, by telephone, and electronically; manage a busy reception area while handling multiple priorities; prepare accurate correspondence and maintain detailed records; understand engineering terminology, District policies, and applicable procedures; communicate effectively with employees, constituents, contractors, consultants, and the public; use initiative, maintain confidentiality, and exercise sound judgment within established procedural guidelines, while recognizing when to refer matters to the attention of Management; work independently while managing multiple assignments and deadlines; establish and maintain effective working relationships with staff and the public; remain composed in high-pressure environments with changing priorities.

Physical demands include moving about the work environment; frequently moving or re-positioning up to 25 pounds of materials or objects; communicate effectively both verbally and in writing; operate certain office equipment; specific vision abilities include extended periods of time reading, close vision and ability to adjust focus. Essential duties are performed indoors most of the time under normal controlled temperature conditions; the work surface is even, carpeted, tiled and/or a concrete floor. Occasional field work may be required; work surfaces can be uneven, and weather can be a condition.

Minimum qualifications include a High School diploma or equivalent AND two (2) years of experience of increasingly responsible administrative, clerical, or office support experience. Experience in a public agency, utility, engineering, construction, or municipal environment is preferred. Bilingual (English/Spanish) is preferred to assist District members and the public. Associate's degree or higher in a related field a plus.

Education/Experience substitution: A combination of education, training and experience may be applied.

Licenses/Certifications: Must have a valid driver's license.

Other: Must pass post-offer, pre-employment drug screen, medical exam, and motor vehicle report in compliance with District insurance guidelines.