Administrative Assistant

Salary : $47,875.20 - $53,859.60 Annually

Location : City County Building, ND

Job Type: Full-Time

Job Number:

Department: Engineering

Opening Date: 11/07/2024

Closing Date: 11/24/:59 PM Central

FLSA: Non-Exempt

Job Description

This position is responsible for providing administrative support for the operations of the department.

This position may be underfilled as an Office Assistant II with a hiring pay range of $43,372.51 - $48,794.14.
Examples of Duties

• Answers telephone and greets visitors; receives complaints and refers to appropriate personnel or resolves at a level commensurate with the position; assigns inspections; answers questions regarding city ordinances; provides information and assistance; takes messages and refers to appropriate personnel.

• Receives a variety of permit applications, reviews for accuracy, and issues permit to contractors.

• Processes accounts payable and receivable and prepares bank deposits. Reviews monthly AR report, prepares invoices and letters to contractors or contacts directly for payment.

• Provides administrative support to department managers.

• Manages and posts updates to department website; posts plans and specifications to contractor website and department website. Posts street closing and other information to the city website.

• Prepares a variety of letters, reports, forms, memoranda, legal descriptions and other documents.

• Researches, gathers data, and prepares reports, spreadsheets or reports data requested to staff.

• Coordinates, gathers data and completes special projects as assigned by department head.

• Maintains record drawings database, plat database, site plan database, storm water management database, etc.

• Maintains and updates contractor lists.

• Performs related duties.
Minimum Qualifications

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for two years.
Supplemental Information

• Knowledge of modern office practices and procedures.

• Knowledge of city and departmental policies and procedures.

• Knowledge and understanding of department construction terminology.

• Knowledge and understanding of the construction process by project type.

• Knowledge of computers and job-related software programs.

• Knowledge of records management principles.

• Knowledge of customer service principles.

• Skill in reading maps, plans, site plans and legal descriptions.

• Skill in prioritizing and organizing work.

• Skill in the provision of customer services.

• Skill in the maintenance of files and records.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in oral and written communication.

01

What is your highest level of education?

• No High School Diploma or GED
• High School or GED
• Associates Degree
• Bachelors Degree

02

What experience do you have in customer service?

• None
• Answering customer questions via telephone
• Interacting with customers face to face
• Communicating with customers via computer

03

What working experience do you have with finance?

• None
• Receipting Cash or Credit Card
• Billing or Invoicing

04

How many years of experience do you have preparing letters, memorandums, spreadsheets, and emails in Microsoft office?

• 0-1 year
• 1-2 years
• 2-3 years
• 3-4 years
• 4 years or more

05

How many years of experience do you have maintaining, data bases, paper and electronic file management, and general record keeping.

• 0-1 year
• 1-2 years
• 2-3 years
• 3-4years
• 4 years or more

06

Do you have experience working for an engineering or construction focused organization?

• Yes
• No

07

Describe why you are interested in this position.

Required Question