Business Office Manager I - Public Works

Be a part of a dynamic team whose common goal is to make a difference in our community.

It is amazing to know that by being a part of the City of Idaho Falls team, you would be doing important work for our community that affects people’s lives. Every day brings new challenges and rewards!

Job Description:

The City of Idaho Falls is hiring for a Business Office Manager I in the Public Works Department. In this position, you will perform a variety of advanced-level general office and clerical duties as required to facilitate the functions of the Public Works Department.

Essential Functions:

Performs advanced-level work in the office, receiving the public, providing customer assistance; answers incoming calls and routes calls or provides information as required; receives the public and answers questions; responds to various requests and refers, when necessary, to appropriate City personnel Maintains a pleasant disposition with the public and co-workers; is available in the office for response to telephone calls; is respectful to the public and co-workers; calm response under duress. Provides document support to Public Works Administration and Engineering staff.

Checks utility locate requests and works with licensed Right-of-Way contractors to coordinate permits, licensing and payment processing prior to excavations.

Coordinates the setup of work orders, assigns project numbers, and maintains the associated project file spreadsheet. Prepares project progress estimates, formats Engineering specifications, and coordinates contract documents and State notifications for various Public Works projects. Supports special Federal Aid project documentation as required to include the project file system, Federal Aid requirements and labor compliance documentation. Coordinate work requests, maintains filing system, scans and photocopies documents requested. Organizes both electronic and physical project files, coordinates efforts to transfer and archive physical files.

Verifies improvement drawings and site plans for Water and Wastewater connection line sizes. Verifies the appropriate connection fees are paid with the Building Permits. Checks that the correct amounts of the Building Permit Impact fees are being assessed and collected.

Coordinates Public Works administration duties with the Executive Assistant to the Public Works Director.

Performs related duties as required.

Minimum Qualifications

Education and Experience:

Graduation from high school, GED, or equivalent plus two (2) years of specialized college or vocational training in relevant field;

AND

Four (4) years of work experience providing exposure to complex interpersonal duties, complex application of programs, and responsibilities;

OR

An equivalent combination of education and experience

Knowledge, Skills and Abilities:
Considerable knowledge of modern office practices and procedures; of secretarial procedures and methods related to filing and documenting; of English composition, spelling, grammar, punctuation, etc.; of interpersonal communication skills and telephone etiquette; computer operation including general office software and standard office equipment operation. Experience with Microsoft Word and Excel is required.

Ability to operate standard office equipment efficiently; communicate effectively, verbally and in writing; handle stressful situations calmly and effectively; make basic decisions where established procedures do not always apply; perform basic mathematical computations effectively; work in a position requiring prolonged sitting or standing; establish and maintain effective working relationships with employees, other agencies, and the public.

Special Qualifications:
Must type at a rate of 45 words per minute.

Work Environment

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, not generally involving muscular strain, related to walking, standing, stooping, sitting, reaching and lifting. Essential functions require talking, hearing and seeing. Common eye, hand, finger, leg and foot dexterity are necessary. Mental application utilizes memory for details, verbal instructions, to support a calm work environment and prioritizing tasks.

Pay Range:

Benefits:
Full-time employees are eligible for our comprehensive benefits program which includes medical, dental, vision and life coverage. You will also be eligible for retirement benefits through PERSI. PERSI is a defined benefit plan that offers guaranteed retirement benefits for full-time employees.