Part-Time Engineering Administrative Assistant at Bountiful City in Bountiful, UT, USA

Job description

• Under general supervision, performs a full range of secretarial and administrative support functions for the Public Works Director and Engineering Department staff, including the Building Official and Building Inspector.

Responsibilities

• Acts as intermediary between the Engineering Department staff and the public, including screening telephone calls, letters, and visitors.
• Scheduling meetings and appointments.
• Organizes and maintains files and records for the Director and the Engineering Department.
• Schedules use of department facilities.
• Take and transcribe meeting minutes.
• Composes and types routine letters and memoranda.
• Answers routine correspondence or routes it to appropriate staff.
• Answers routine questions and furnishes information.
• Edits correspondence and reports.
• Research and prepares special reports, including gathering and summarizing data.
• Schedules and prepare materials for meetings.
• Assist in coordinating administrative projects, tasks, and operations.
• Organizing, maintaining, and digitally archiving paper plans and inspection reports or related documents.
• Reviews plans for acceptance criteria, processes payments, assists with scheduling building inspections, and assist with preparation of monthly reports.
• Follows up on pending matters.

Requirements

• Knowledge of office management practices and procedures.
• Knowledge of departmental operations and functions.
• Knowledge of general bookkeeping practices and procedures.
• Knowledge of computer software: Microsoft Word, Excel, Outlook, etc.
• Skill in establishing and maintaining effective working relationships with other City staff and the public.
• Skill in following complex oral and written instructions, policies, and procedures.
• Skill in operating a variety of office equipment, including desktop computer and telephone equipment.
• Ability to maintain and handle confidential information.
• Ability to work under pressure and be multi-task oriented.
• Ability to communicate effectively and professionally both verbally and in writing.
• High school diploma, GED, or equivalent
• Experience equivalent to three years' full-time secretarial support work, completion of a post high school training program in a closely related area may substitute for one year of the required experience
• Must be able to type 55 wpm
• Must have a valid Utah Driver's License
• Must be able to successfully pass a background check, a driving record check, and a pre-employment drug test

Skills

Required

• Effective working relationships
• Following complex instructions
• Handling confidential information
• Working under pressure
• Multi-tasking
• Microsoft Word
• Excel
• Outlook
• Office equipment operation
• Desktop computer
• Telephone equipment