Administrative Assistant II - Engineering Streetlights

City Of Meridian - Hr   Meridian, ID   Full-time     Engineering
Posted on November 8, 2022
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Job Title: Administrative Assistant II - Engineering/Streetlights

Department: Public Works

Reports To: Administrative Services Supervisor

Open Date: October 27, 2022

Close Date: Open Until Filled

Hiring Salary: $17.90 - $22.87 per hour, DOE

Salary Range: $17.90 - $26.84 per hour, DOE

Job Summary: Primarily responsible for providing advanced support and assistance in a wide variety of administrative functions and project management tasks and duties associated with Public Works programs including Engineering project management, Transportation and Utility coordination, and the City’s Streetlights Program. Also provides direct assistance to the City Engineer and other work groups. Acts as the primary contact for employees, customers, contractors and citizens for Capital Project information, City Council coordination, and City streetlight maintenance including database management, repair, and damage claim processing. Assists with a variety of administrative tasks, including managing and providing support for projects, programs and public outreach, oversight and maintenance of budget reports, records retention program, and service/work orders. Additional duties include processing of financial transactions; providing customer service and acting as a contact point for employees, customers, and citizens; maintaining and administering Department file systems, databases, and spreadsheets; performing research; creating correspondence and reviewing documentation; conducting public relations; assisting with program administration; creating, coordinating, and improving operating processes; maintaining standard operating procedures; serving as back up support for Public Works Administrative Assistant II and Administrative Assistant I (Administration) and completing other duties, as assigned. This class of employee requires discretion and works with considerable independence under minimal supervision.

Essential Duties & Responsibilities: Provide advanced support for Transportation and Utility Coordinator and Streetlight Program: Track and coordinate Ada County Highway District (ACHD) project information and projects with City Project Managers; Coordinate outage repairs and damage claims for streetlight maintenance program – determine which vendor to notify for needed streetlight repairs; collect and provide supporting documentation for Damage Claims and repairs; coordinate with Legal Dept. and execute plan to repair/restore poles; track repairs and reconcile, code, and acquire documentation for vendor invoices; create and status invoices in Department databases; Follow up with vendor on outstanding outages, and tracking all work order statuses; Determine if streetlight vendor requests to introduce new parts/fixtures to the City Approved Fixtures List are applicable to City’s Streetlight Program by collecting documentation to support a presentation to the Transportation and Utility Coordinator; Review and determine course of action for elevated streetlight complaints or inquiries; Determine if streetlights are eligible for light shields and if they will be paid for by the City or by the homeowner; Review and verify Idaho Power streetlight billing for accuracy and completeness; Review Record Drawings for City requirements on drawings submitted for streetlight activation and permit approval; prepare and send out activation letters; Determine if a LED conversion project qualifies for an Idaho Power Incentive rebate and submit documentation for pre-application and payment process; Act as back-up to main Public Works reception by answering multi-line telephone and routing calls appropriately using excellent communication and telephone skills; provide back-up coverage for front desk for visitors; Process financial transactions and reports using SAGE MIP software, City purchase card software, and Excel in accordance with City policies and procedures; Routinely administer, manage, and maintain Department and Division-specific databases including Engineering project management, streetlights, and records retention (tasks may include data entry, report-writing and/or database updates/creation); Track employee information such as licenses, certifications, memberships, publications, recognition, contact information, and clothing and safety purchases; Maintain training and education records for personnel in database, pull reports on completed training and professional education hours, research training opportunities, assist in completing training request forms and registration; Assist staff with renewals and tracking of professional licensures; Generate, maintain, monitor, track, evaluate, sort, organize, catalogue, update, file, and retrieve Department information to administer and facilitate the Department’s records retention and destruction policies and practices per direction of City record retention program; Provide extensive customer contact in support of Departmental programs and initiatives; Compose and proof-read letters, correspondence, and memos requiring independent judgment as to content; Review documentation for City Council agenda items and submit through City’s agenda process; Provide functional support for various Departmental programs and special projects; Provide on-going training and assistance to staff on various internal, administrative workflow systems, technologies, and general troubleshooting; Cross-train individuals from multiple teams on Streetlights processes and procedures; Train new administrative staff on current processes and procedures; cross-train with other administrative staff to ensure adequate coverage for vacations, vacancies or other absences; Evaluate, monitor, and review internal operations and procedures to identify potential efficiency improvements; provide suggestions for process improvements and help implement changes; Serve as system administrator and technical support for project management system/software; Research, compile and input data from a variety of sources; prepare and develop routine and special reports and documents; Schedule, notify, and coordinate arrangements for meetings, conferences, and events with both internal and external contacts; may also plan, schedule, or arrange employee travel for meetings, training, and conferences; Respond to citizen concerns, questions, and inquiries, research issues and investigate potential solutions in a timely manner; Prepare meeting agendas and take, prepare, and distribute meeting minutes; Complete special projects as needed by the Department which require strong computer, administrative, and problem-solving skills; Handle sensitive and delicate public relations situations with appropriate confidentiality and in a courteous, professional, and timely manner; Utilize Microsoft Office programs (Word, Excel, PowerPoint, Outlook, Visio, Publisher, Access, and Project) as well as various other software programs; Assist in the preparation of presentation content and materials using graphs, spreadsheets, PowerPoint, web content, video, photos, and printed materials; May assist in the inventory, ordering, receiving, and distributing office supplies, mail, uniforms, equipment, and other related items; Define, develop, document, maintain, and update detailed standard operating procedures, processes, and workflows; Prioritize and organize work, to meet expectations and scheduled deadlines; Work independently as well as under the direction of immediate supervisor; Update content on Public Works’ internet and intranet websites; Serve on committees for Departmental activities and events; Perform other duties as assigned or needed.

Job Specifications: High school diploma or equivalent required; 3 years of office/clerical support experience required; 3 years of administrative experience working with accounting or finance principles required; or Any combination of experience, education and training which provides the knowledge, skills, and abilities to perform the work required; Associate’s degree, some college education, and/or administrative professional training/certificate is desired.

Knowledge, Skills & Abilities: Possess knowledge of general office practices and procedures; Ability to work independently, with little or no direction, or under the general direction of the immediate supervisor, to establish priorities and organize work assignments; Ability to follow, establish, maintain, and document office procedures; Ability to establish and/or maintain a records system; Basic project management knowledge; Knowledge and understanding of basic accounting principles Basic understanding of Geographic Information Systems (GIS) and able to read ArcView maps; Possess effective critical thinking, problem solving and decision-making skills; make sound and reasonable decisions in accordance with procedures/ordinances and work effectively with frequent interruptions; Ability to make detailed notes from telephone calls and route to appropriate personnel/departments; Type 50 words per minute, be skilled at word processing, database management, spreadsheet creation, and record filing and possess a proficient-level working knowledge of Microsoft Office Suite software; Possess demonstrated effective customer service skills, ability to manage multiple tasks and projects, and have attention to detail; Possess excellent communication and telephone etiquette skills and be effective in communicating with all levels of the organization, internal/external customers, key stakeholders, and other agencies; Possess knowledge and understanding of database functionality and ability to perform data entry and report creation using enterprise databases such as MIP and/or other proprietary databases; Possess demonstrated excellent professional writing skills for writing reports, minutes, standard operating procedures, and other forms of communication with ability to produce documents with clearly-organized thoughts using proper sentence construction, vocabulary, punctuation, spelling, grammar, and formatting; Ability to operate a variety of office equipment, e.g., computer/laptop, calculator, copier, scanner, fax machine, binding machine, and postage machine; Ability to perform general mathematic equations sufficient to add, subtract, multiply, and divide manually or by calculator; Possess exceptional time management (managing one’s own time and the time of others), planning, and organizational skills to effectively establish priorities and complete multiple, competing, and time-dependent projects according to expectations and schedule; Possess knowledge of engineering or construction industry, practices, principles or terminology with ability to read site plans and plats; Possess knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, production methods, and coordination of people and resources; Ability to regularly plan, set up, and attend meetings, functions, and events, occasionally after hours; Ability to work effectively in a team environment as a team player; Ability to establish and maintain effective working relationships with Department personnel, City officials, and the general public; Possess a positive attitude and demonstrate initiative; Ability to interact with the public and co-workers in a respectful, effective, cooperative, professional, and courteous manner in a demanding environment demonstrate honesty, integrity, and fairness in decisions and dealings with others; Be tactful, discreet, and diplomatic, as well as assertive and resilient; Willingness to teach or train staff members individually or in a class room setting; Must be able and willing to attend classes to upgrade skills and knowledge.

Licensing and Certification: Must hold a valid State of Idaho Driver’s License and safe driving record; May be required to become and serve as a Notary Public.

Work Environment and Physical Demands: Work is performed primarily in an office environment with moderate noise level. The employee in this class is frequently subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions. This position requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks; Constantly requires sitting at a desk for long periods of time, up to 8 hours and ability to lift up to 25lbs.; Constantly requires clarity of speech and hearing, which permit the employee to communicate effectively; Constantly requires clear vision to read printed materials and computer screen to accomplish work; Constantly requires repetitive movement of the wrists, hands, and/or fingers; Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours. Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Travel Requirements: Local travel is occasionally required via City vehicle.