Administrative Assistant - Engineer Job at Whitfield County, GA
Description
PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide administrative and clerical support to the Metropolitan Planning Organization division and Engineer department.
Examples of Duties
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.
Prepares administrative support for an assigned department; prepares and/or processes administrative documents for the department to include purchasing documents, personnel forms, accounts payable documents, billing statements, invoices, travel expense forms, and inventory records; calculates and maintains timesheets and leave information for employees; obtains signatures when necessary; and submits administrative documents to appropriate department or manager.
Prepares documents, records, and forms requiring knowledge of department programs and services; prepares operational, statistical, and financial reports; researches, compiles, consolidates, and/or tabulates information; incorporates information from source documents into the preparation of assigned materials; and composes, drafts and/or prepares correspondence and letters; may transcribe documents.
Assists department management with budget related activities; collects and reports information used in developing budget proposals; monitors and reports expenditures; researches budget issues; and prepares budget reports upon request.
Receives applications, administrative forms, work orders, registration forms, reservation requests or other documents from customers and/or employees; prepares documents for processing; receives and records payments; counts, balances and reconciles cash drawer; and prepares deposit paperwork.
Establishes updates and maintains databases, files and records in automated information systems; enters data into system files and databases; researches and retrieves information from databases; incorporates data into assigned records and documents; creates statistical reports and summaries from data; and generates automated reports from systems.
Maintains department/program references and contact lists such as committee member lists, vendor lists, Code books, training manuals, standard operating procedures, and mailing lists.
Answers Department telephones; greets customers and visitors; provides customer assistance; retrieves requested documents; provides information regarding programs, services and procedures; refers callers or visitors to other staff members as appropriate; and takes messages.
Schedules appointments, maintains calendars; and makes travel arrangements for department staff; maintains a calendar for assigned meeting spaces, conference rooms or other facilities; coordinates logistical arrangements for meetings including audio/visual equipment and catering; prepares and distributes meeting agendas and minutes.
Establishes filing systems; prepares folders, records and files for program/department documents and paperwork; implements records management and retention practices; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files/documents/reports.
Receives, dates and distributes incoming mail; and prepares outgoing mail.
Operates a personal computer, telephones, copiers, plotters, and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
Assignment to the MPO may include the following additional functions:
- Will work with developers and follow the normal procedures practiced by the construction industry.
- Organizes, prioritizes and multi-tasks numerous duties while assisting two departments simultaneously.
- Performs advanced mathematical calculations required for Engineering and Planning purposes and the ability to apply and interpret Architectural and Engineering scales.
- Performs Contract Administration functions, drafts Request-for-Proposals and bid documents; interprets contracts, bids and proposals; daily dealings with contractors/subcontractors; and, monitors, administers and closes-out contracts.
- Employee will interpret reports, invoices, grants and contracts.
- Assists in creation of documents requiring approval by the Board of Commissioners and various committees.
- Grant administration and reports.
- Performs other related duties as required.
Typical Qualifications
MINIMUM QUALIFICATIONS
High school diploma or GED; supplemented by business classes and three years of progressively responsible administrative and clerical experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
DESIRED QUALIFICATIONS
- An Associate Degree in business, accounting or related field.
- Has a working knowledge of the normal functions and operations of the Federal, State and local governments.
- Experience working with developers and the normal procedures practiced by the construction industry.
- Experience reading/understanding maps, plans, engineering/planning reports and studies. GIS experience preferred.
- Experience with Federal/State Grants, grant administration, quarterly and annual reports and grant close-out.
- Working knowledge of basic accounting practices in order to interpret reports, invoices, grants and contracts.
- Works well with other departments and agencies to fulfill required Engineering and planning obligations.
- High level of proficiency with Microsoft Word, Excel and PowerPoint software programs.
Supplemental Information
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.
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 evaluation of information against measurable or verifiable criteria.
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