Engineering & Storm - Executive Assistant

CLASSIFICATION TITLE: EXECUTIVE ASSISTANT, ENGINEERING

PURPOSE OF CLASSIFICATION 

The purpose of this classification is to provide administrative and clerical office support for the Engineering Department.  Employees in this classification prepare and process a variety of reports, forms, and correspondence; assist in tracking departmental and project, budget and expenses; and file and maintain departmental records including engineer plans and specifications. 

ESSENTIAL FUNCTIONS

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. 

Types, processes, prepares and files correspondence, forms, reports, studies, inspections, plans and specification, or other materials; takes and transcribes dictation; prepares reports required by department, City, State and Federal agencies. 

Maintains records of various kinds for work done by the department. 

Processes incoming and outgoing mail. 

Answers the telephone; receives visitors; from the public and other city departments; maintains schedules and calendars; makes appointments. 

Communicate with contractors, design professionals, other city departments as well as the general public concerning active and past projects, deed and easement research, engineering assistance, drainage complaints and general  infrastructure support questions. 

Track finances including receiving invoices, quotes, bids, and estimates for projects as well as prepares bills to be paid. Assist with annual fiscal budgeting process. 

Maintains inventory of supplies; orders or requisitions supplies as needed; inputs and updates purchase orders; may order parts for vehicles survey equipment, plotter and printer and other equipment as needed. 

May maintain petty cash and ledger. 

Codes departmental invoices in the absence of City Engineer. 

Schedules inspections and meetings; attends meetings. 

Operates one or more of the following: a personal computer, calculator, copier, base station radio, handheld radio, facsimile machine, telephone, or other equipment as necessary to complete essential functions, to include the use of word  processing, spreadsheet, database, Geographic Information System (GIS) or other system software. 

Uses GIS data base physical and electronic files to respond to questions or create work requests for members of the Engineering Section. 

MINIMUM QUALIFICATIONS 

High school diploma or GED; one year of experience in administrative and clerical work; or any equivalent combination  of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

PERFORMANCE APTITUDES 

Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.  

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations. 

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, city vehicle (sedan or pick-up truck, basic survey equipment, (GPS and data collector Digital Camera, hand sledge and Grade Stakes.)  

Verbal Aptitude: Requires the ability to articulate engineering concepts to the general public and/or contractors using terms and examples appropriate to lay and expert audiences. 

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs. 

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. 

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change. 

ADA COMPLIANCE 

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. 

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.  Some tasks require the ability to communicate orally. 

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.