Engineering Administrative Assistant

Job DescriptionJob DescriptionSUMMARY

The City of Astoria is hiring a full-time Engineering Administrative Assistant to support the Public Works Department. This position plays a key role in providing customer service at the front counter and coordinating the engineering permit intake process, ensuring applications are complete and ready for review. In addition, this role is responsible for processing requests for temporary street and sidewalk closures, sound amplification permits, customer service inquiries and complaints, code compliance issues, and performing a range of general administrative duties.

HIRING PROCESS

The City of Astoria is currently hiring one full-time and one part-time Engineering Administrative Assistant. The full-time position is a vacancy within the Public Works Department, and the part-time position provides additional support during a period of significant private development and public works infrastructure projects happening in our community. Applications will be reviewed on an ongoing basis, and the recruitment may close early to begin interviews. We encourage you to submit your application right away in order to be considered.

SCHEDULE

The regular schedule for this position is full-time, Monday - Friday, 8:00AM - 5:00PM.

ESSENTIAL FUNCTIONS

• Processes permits for Engineering Division using E-permitting (Accela). Creates new permit and updates existing permit forms. Performs completeness review, logs, distributes, and tracks multiple permits. Notifies applicants, collects fees, and processes permits. Provides customers with directives in the permitting process. Provides training on Accela software.
• Prepares Public Works/Engineering construction and design projects for bid under the supervision of the City Engineer. Assembles, distributes, tracks bid documents and specifications. Establishes project timelines and tracks contractor compliance and prequalification. Prepares and distributes advertising for construction and design projects. Schedules, organizes, records, and distributes minutes for Pre-Bid and Pre-Construction Meetings. Prepares contracts for City Attorney. Prepares and distributes required letters and documents. Initiates purchase orders for multiple construction and design projects. Prepares and processes monthly pay requests, change orders, and contract amendments for multiple construction and design projects.
• Processes complaints. Prepares letters for various and unusual issues. Maintains and tracks complaint log. Refers non-compliance complaints to City Engineer or Public Works Director.
• Coordinates duties with the Public Works Administrative Assistant/Public Works Analyst and provides coverage for Public Works Administrative Assistant/Public Works Analyst when out of office.
• Works at the front counter and provides walk-in customer support. Shares multi-line phone responsibilities with Public Works Administrative Assistant.
• Provides administrative office support to City Engineer and staff.
• Arranges meetings/conferences including preparation of agendas, minutes, and travel arrangements.
• Prepares, edits, assembles, and distributes letters and memorandums.
• Researches and assembles information for various projects..
• Maintains website for Public Works Department.
• Develops and distributes weekly and emergency press releases within required deadlines.
• Determines appropriate budgets and processes multiple invoices. Maintains and reconciles various accounting and budget records. Organizes and maintains information for use in department budget preparation.
• Develops and regularly updates standard operating procedures.
• Prepares and distributes new address assignment notifications.
• Orders office supplies and equipment.
• Maintains multiple databases and spreadsheets.
• Assists Engineering staff with monthly timesheet preparation.
• Develops and creates new publications as needed.
• Conducts new employee for the Engineering Division.
• Scans, copies, and distributes multiple sets of large format plans.
• Provides and receives information of a non-routine, unique or complex nature; composes necessary correspondence in response.
• Handles information of a sensitive and confidential nature.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with colleagues and clients including the ability to communicate effectively and remain calm and courteous under pressure.
• Works collaboratively in a team environment with a spirit of cooperation.
• Maintains punctual, regular and predictable attendance.
• Respectfully takes direction from the supervisor.
• Follows all safety rules and procedures established for various work areas.
• Follows policies, procedures, and guidelines as described in the City of Astoria Personnel Manual and other documentation related to this position.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities, although it may provide guidance to volunteers, temporary employees or students.

MINIMUM QUALIFICATIONS

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. High school graduation or equivalency
2. Four years of progressively responsible administrative duties or any equivalent combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above described duties.
3. Must have proficiency using Windows, Microsoft Office Suite (Word, Excel, and Outlook), Adobe and using online resources.
4. Ability to pass a City-required background check which includes criminal, SSN trace, offender records checks and reference checks.

DESIRABLE QUALIFICATIONS

1. Possession of or ability to obtain a valid Driver's License and safe driving record.
2. Some knowledge of city engineering and public works operations, policies, and terminology including construction specifications, surveying, and mapping.

WORK ENVIRONMENT

While performing the duties of this job, the employee is occasionally required to stand, walk, and reach with hands or arms. The employee is regularly required to sit; use hands to finger, handle or feel; talk or hear. The employee must occasionally lift and/or move materials up to and over 25 pounds. The noise level in the work environment is usually moderate (examples: business office with computers and printers).

This position is represented by a Collective Bargaining Agreement.