Administrative Associate - Engineering

Under the supervision and direction of the Public Works Director/City Engineer, this position provides a variety of clerical and administrative assistance to assist Public Works functions to run effectively. The Administrative Associate is responsible for a high level of customer services as the first point of contact to the department.

• Provides excellent customer service to all members of our community, inclusive of all races, genders, sexual orientations, religions, abilities, ages, national or ethnic origins, languages, citizenship status, socioeconomic status, and political affiliations.
• Greets, screens, and directs visitors to the appropriate department and or employee.
• Receives, screens and directs incoming calls and faxes using various forms of communication equipment. Monitors and updates the voice mail system.
• Answers routine questions regarding City operation-Refers non-routine questions to appropriate employee.
• Records complaints from the public and notifies the appropriate department of the complaint for follow up.
• Prepares a wide variety of correspondence and reports as directed.
• Prepares and maintains spreadsheets, databases, and other tracking documents as directed.
• Prepares public notices and advertisements as directed.
• Records and transcribes meeting minutes as assigned.
• Routes documents and correspondence to proper department for response.
• Orders office supplies, calls for routine maintenance of office equipment.
• Schedules appointments, travel, and meeting rooms as necessary.
• Prepares purchase orders, requisitions, invoices, expense vouchers and related documents as assigned. Updates, maintains and monitors departmental files as necessary.
• Assist in the distribution and posting of board/commission packets utilizing electronic agenda management and electronic records management.
• Create and maintain forms and workflow processes.
• Attend meetings and record and transcribe meeting minutes.
• Delivers documents and runs routine errands as assigned.
• Observes all safety rules and practices safe work habits.
  
  

Knowledge, Skills And Abilities

• Ability to establish and maintain courteous and effective working relationships with city personnel and the general public; maintains professional demeanor, tone, and conversations in all public areas of the city.
• Ensures compliance with pertinent federal, state and local codes, laws and regulations, including the Minnesota Data Practices Act and OSHA.
• Attends all training to ensure a legal, safe, and compliant work environment.
• Complies with all city and departmental policies and procedures.
• Operates standard office software at an intermediate skill level.
• Effectively coordinates activities with other city staff. Actively participates and promotes all city activities, duties, meetings, training sessions, etc. as a team member.
• Assists city departments, divisions, and outside agencies as directed. Functions as a team member with all city employees, and effectively interacts with all levels of City personnel.
• Represents the department to other organizations, including a positive promotion of department.
• Ability to utilize standard office software as well as specialized software at an intermediate skill level.
• Responds to inquiries from staff, department managers, and the general public.
• Follows and disseminates all orders and instructions of the City Clerk and City Administrator.
• Proper, safe use, and maintenance of any assigned City or department vehicle, equipment, property, etc.
• Observes and practices safe work habits.
  
  

High School diploma with vocational training in administrative services and Microsoft office computer applications with two years prior office experience. Proficiency in Word & Excel computer applications experience required.

Preferred Qualifications

Fluency in Spanish and English including reading, speaking, listening and writing. Experience with BS&A, Granicus agenda management and website updating preferred.Normal business/office hours are from:

• 7:30 a.m. to 4:30 p.m Monday
• 7:30 a.m. to 6:00 p.m. Tuesday
• 7:30 a.m. to 4:30 p.m. Wednesday
• 7:30 a.m. to 4:30 p.m. Thursday
• 7:30 a.m. to 12:00 p.m. Friday
  
  

Evening meetings as necessary. Ineligible for hybrid telecommuting work.