Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support engineering, land development, and public improvement activities for a non-profit organization in California. This Long-term Contract position requires an organized individual who can coordinate records, research project information, prepare documentation, and assist with public and internal inquiries. The ideal candidate will bring strong administrative judgment, technical writing ability, and confidence working with maps, reports, permits, and project tracking tools in a fast-paced environment. Responsibilities: • Coordinate and maintain project files related to engineering, transportation, and capital improvement work, ensuring plans, surveys, inspections, maps, and supporting records remain organized and accessible. • Assist with project administration by preparing documentation for grants, monitoring costs, supporting reimbursement requests, and tracking schedules, authorizations, contracts, and deadlines. • Review incoming plans, maps, and related submissions, log materials accurately, route documents for further review, follow plan-check progress, and communicate required updates to stakeholders. • Research parcel information, easements, rights-of-way, permits, and historical records while updating databases and tracking tools used for technical reference and project support. • Prepare correspondence, inspection summaries, agenda materials, resolutions, and change-related documentation to support departmental operations and decision-making. • Provide public-facing assistance by responding to requests for maps, permits, reports, benchmarks, and improvement records, while helping address complaints and coordinate issue resolution among involved parties. • Support compliance activities by monitoring development-related submissions, fees, bonds, agreements, approvals, and permit records in alignment with local requirements and established procedures. • Contribute to studies and reporting efforts by compiling findings from field reviews, office research, surveys, traffic data, and related project information, then preparing clear written summaries and recommendations. • Perform basic drafting and design support for infrastructure-related work such as streets, sidewalks, and development improvements, and help distribute updated drawings and related materials. • Maintain departmental records and online document postings, keeping tracking lists, engineering files, and public reference materials current as assigned.• At least 3 years of administrative support experience, preferably in engineering, public works, land development, transportation, or a similarly technical environment. • Proficiency with Microsoft Office and standard administrative office systems, with the ability to manage records, spreadsheets, reports, and correspondence efficiently. • Experience producing clear technical documentation, summaries, and formal written communications with strong grammar, spelling, and punctuation. • Ability to organize and maintain detailed files, databases, permits, and project records with a high degree of accuracy and consistency. • Familiarity with GIS or map-based information systems, along with the ability to work with plans, drawings, parcel data, and related technical materials. • Strong customer service skills and the ability to communicate professionally with the public, contractors, vendors, and internal staff. • Capability to research information, track multiple deadlines, and support technical projects through both office-based coordination and data collection activities.