Office Administrator

Position Summary

JOB SUMMARY: Under general supervision of the City Engineer, performs a wide variety of administrative, technical, and confidential support duties for the Engineering Department. Coordinates departmental administrative operations including contract administration, records management, procurement support, workflow coordination, budget support, project tracking, and communications. Prepares reports, correspondence, presentations, and other documents; assists with compliance and recordkeeping requirements; serves as a liaison with internal and external stakeholders; and performs related work as assigned. This valuable team member will be an integral part of supporting efforts to become a high performance, data-driven, and outcome-focused organization with the ultimate goal of creating a community of belonging and organization of choice, through planning, partnerships, and people. The individual should have strong emotional intelligence and a continuous improvement mindset which will add value to our organization and community people, integrity, responsibility, innovation and teamwork. DISTINGUISHING FEATURES OF THE CLASS: Work in this class involves providing executive-level administrative support to the City Engineer while serving as the department's primary coordinator for contract administration, procurement support, budget support, records management, and department-wide administrative functions. Responsibilities include contract administration, procurement support, records management, project coordination, compliance monitoring, budget support, preparation of departmental communications and reports, and coordination of administrative processes across multiple Engineering divisions. Work requires independent judgment, discretion, attention to detail, and the ability to manage multiple priorities and confidential information. An important component of this position is supporting a high-performing, data-driven, outcome-focused organization through process improvement, cross-divisional coordination, and administrative systems that improve efficiency, accountability, and customer service. Assignments are received through general direction from the City Engineer. Work is reviewed through conferences, reports, records, project outcomes, and effectiveness of administrative support services provided.

Job Duties

• Provide executive-level administrative support to the City Engineer and assist in managing departmental priorities, schedules, meetings, and workflow.
• Coordinate departmental contract administration activities, including preparation, routing, tracking, and monitoring of contracts and related documents.
• Assist with procurement activities including requests for proposals, vendor communications, bid documentation, invoice processing, and coordination with Purchasing and Legal staff.
• Maintain organized electronic and physical records systems in accordance with established retention schedules and City policies.
• Prepare reports, correspondence, presentations, policy documents, project summaries, grant-related materials, and City Council support documents.
• Assist in budget preparation and monitoring activities.
• Monitor administrative processes to support compliance with applicable laws, regulations, City policies, internal controls, and audit requirements.
• Serve as a liaison with City departments, contractors, consultants, vendors, community organizations, regulatory agencies, and members of the public.
• Coordinate departmental projects, training activities, process improvement initiatives, technology implementation efforts, and documentation of standard operating procedures.
• Conduct research, benchmarking, data collection, and analysis to support operational improvements and strategic decision-making.
• Provide guidance and support to administrative staff, temporary personnel, interns, or other assigned personnel.
• Respond to internal and external inquiries and requests for information.
• Maintain confidentiality of sensitive personnel, financial, legal, and operational information.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Physical and Workplace Requirements: Ability to sit or stand for extended periods, perform repetitive office tasks, operate standard office equipment, and lift up to 20 pounds occasionally. Ability to attend meetings and activities at various city facilities as required. Written and verbal communications skills, along with strong problem solving and organization abilities.

Qualifications

MINIMUM QUALIFICATIONS:

• Associate degree in Business Administration, Public Administration, or a related field; AND
• Five (5) years of progressively responsible administrative experience demonstrating increasing levels of autonomy, independent decision-making, and responsibility for complex administrative functions; OR
• Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
• Experience managing confidential information, coordinating administrative workflows, and ensuring compliance with policies and procedures.
• Basic Microsoft Office Suite experience.

PREFERRED QUALIFICATIONS:

• Experience in municipal government.
• Experience with procurement or contract administration.
• Experience supporting executive-level leadership.
• Experience with financial systems, document workflow systems, enterprise software platforms, or contract management systems.
• Experience preparing reports, budgets, presentations, or City Council materials.

Supplemental Information

SUPPLEMENTAL INFORMATION: ESSENTIAL JOB FUNCTIONS: Work requires the ability to sit for extended periods; stand, walk, bend, reach, grasp and perform repetitive motions; communicate effectively verbally and in writing; operate standard office equipment; use computers and related software applications; and occasionally lift, carry, push, or pull office materials and supplies weighing up to 20 pounds. PHYSICAL WORKING CONDITIONS: Work is primarily performed in a standard office environment with frequent computer use and desk work. Occasional attendance at meetings, training events, community meetings, and activities at various City facilities may be required. RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of their place of employment as soon as practicable after appointment, but within two years of appointment. FLSA (OVERTIME) STATUS: Exempt