Specification Technician/Executive Assistant

Department: 325 - Engineering
FLSA Status: Non-Exempt
Position Overview
The Specification Technician provides general clerical support to the department such as drafting correspondence, scheduling appointments, organizing and maintaining files, creating reports, and addressing and assisting with the needs of visitors and callers.
Essential Job Functions
Essential duties and functions, pursuant to the Americans with Disabilities Act, May include the following. Other related duties may be assigned.
• Attends meetings in order to transcribe minutes.
• Coordinates and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid managers, department directors, and executives.
• Assists managers, department directors, and executives with special projects as requested.
• Manages and maintains manager’s and director’s schedules; makes travel arrangements.
• Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Operates office equipment such as fax machines, copiers, and phone systems, and computers.
• Answers telephones and gives information to callers, take messages, or transfer calls to appropriate individuals.
• Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
• Organizes and maintains paper and electronic filing systems for records, correspondence, and other material.
• Digitizes files as needed.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Opens, reads, routes, and distributes incoming mail and other material, and prepare answers to routine letters.
• Completes forms in accordance with company procedures.
• Makes copies of correspondence and other printed material.
• Reviews work done by others to check for correct spelling and grammar, ensures that company format policies are followed, and recommends revisions.
• Composes, types, and distributes meeting notes, routes correspondence, and reports.
• Performs other duties as assigned.
• Serves as a liaison between supervisor and other staff; members, relaying assignments and requesting status information.
• Process purchasing requisitions for administrative functions and places items on the City Council Agenda.
Knowledge, Skills and Abilities
Must posses required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology. The Specification Technician must be familiar with stenography and transcription, and designing forms as required by the Department.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of electronic equipment and computer hardware and software, including proficiency with Microsoft Word, Power Point, and Excel and knowledge of other software as needed by the Department.
• Must be able to demonstrate a typing skill of type 40 words per minute.
• Must be able to work with minimal supervision for extended lengths of time. Good interpersonal skills; highly engaged; a team player. Provide excellent customer service.
• Ability to work independently; read, understand and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.
• Willing and able to work on Engineering projects in areas such as streets, drainage, water, sewer, traffic, bridges, etc.
Education and Experience
Graduate from an accredited four year university including coursework with a clerical, business, or engineering emphasis and 2 years prior clerical experience is required.
Required Licenses or Certificates
Must possess a valid Mississippi driver’s license.
Physical Demands and Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include occasional lifting/carrying of 10 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are both indoors.