What are the responsibilities and job description for the Administrative Assistant - Roads position at KENAI PENINSULA BOROUGH?
Under the general direction and supervision of the Road Service Area Director or designee, the Administrative Assistant is responsible for a wide variety of clerical support functions, Right of Way permitting, maintaining the road tracking database and assisting/directing individuals requesting information, ensures departmental efficiency by managing financial workflows, procurement processes, and formal documentation. Acting as a central coordinator, this position handles both internal administrative tasks and external resident communications to maintain smooth daily operations.
High School diploma or equivalent, minimum three years of accounting and administrative experience. Must be able to operate a 10-key calculator by touch, must type 50 wpm, and be proficient in the use of personal computers, and supporting software in a Windows base environment, including MS Office applications, specifically Word and Excel. Familiarity with transcription equipment preferred. Familiarity with platting and easement fundamentals and ArcMap preferred. Requires the ability to establish and maintain effective working relationships with others work with minimum supervision. Must be familiar with purchasing, financial and accounting systems and commonly used office equipment.
1. Performs a wide variety of clerical tasks, including answering telephones, greeting visitors ascertaining the nature of their business, resolving public complaints and disputes, and routing inquiries to appropriate officials. compose a variety of correspondence, memos, create forms and reports, sort and distribute mail, schedule appointments, meetings and make travel arrangements. Orders general office supplies and equipment.
2. Provides information to contractors, vendors and public regarding general maintenance, fiscal requirements, document preparation, ROW permitting, sign policies, dust control, abandoned vehicles, and RSA policies; assists with public records requests, newspaper/radio advertising, and updates to department webpage.
3. Responsible for researching, filing and retrieving records; maintains department records associated with all borough maintained roads within 28 maintenance unit,.
archive department records using Content Manager according to the most current KPB retention schedule.
4. Maintains ROW permits and recorded changes, responsible for street name changes and signage in coordination with the borough planning department, sign installation activity including supplies and inventory.
5. Responsible for managing and maintaining the borough’s Road Tracking System, including inputting work history, calls, complaints, permits and signs. Coordinates with IT and G.I.S. on programming issues and changes.
6. Responsible for department accounts payable, including preparing and tracking costs through purchase orders, billing change orders, and budget revisions, review and processing of contractor invoice billings, coordinates expenditure of maintenance funds allocated to assigned regions, and assists director with budget preparation.
7.Operates blueprint machine, plotter, ARCMAP and troubleshoots various office machines.
8. Attends after hours’ road board meetings. Collects, prepares and assembles monthly board packets, board member contact lists, distributes material, and transcribes minutes from voice recordings and notes.
9. Prepares and assembles RFQ and ITB’s and short form contracts as necessary ensuring documents are attached to road tracking program.
10. Maintains asset inventory of Road Service Area purchases and follows protocol for disposal of items including vehicles and office furniture for auction on a quarterly basis.
11. Maintains and updates all records for the abandoned vehicle program. Performs all DMV records requests. Mails certified documents to last know owners. Files notices with the court in conjunction with the KPB Legal department to ensure compliance with code and state law.
Other Functions:
1. May assist road inspectors with their assigned duties, including but not limited to: plat and ROW research.
2. Other related duties as assigned.
Examination: Related skills tests as required.
2. Provides information to contractors, vendors and public regarding general maintenance, fiscal requirements, document preparation, ROW permitting, sign policies, dust control, abandoned vehicles, and RSA policies; assists with public records requests, newspaper/radio advertising, and updates to department webpage.
3. Responsible for researching, filing and retrieving records; maintains department records associated with all borough maintained roads within 28 maintenance unit,.
archive department records using Content Manager according to the most current KPB retention schedule.
4. Maintains ROW permits and recorded changes, responsible for street name changes and signage in coordination with the borough planning department, sign installation activity including supplies and inventory.
5. Responsible for managing and maintaining the borough’s Road Tracking System, including inputting work history, calls, complaints, permits and signs. Coordinates with IT and G.I.S. on programming issues and changes.
6. Responsible for department accounts payable, including preparing and tracking costs through purchase orders, billing change orders, and budget revisions, review and processing of contractor invoice billings, coordinates expenditure of maintenance funds allocated to assigned regions, and assists director with budget preparation.
7.Operates blueprint machine, plotter, ARCMAP and troubleshoots various office machines.
8. Attends after hours’ road board meetings. Collects, prepares and assembles monthly board packets, board member contact lists, distributes material, and transcribes minutes from voice recordings and notes.
9. Prepares and assembles RFQ and ITB’s and short form contracts as necessary ensuring documents are attached to road tracking program.
10. Maintains asset inventory of Road Service Area purchases and follows protocol for disposal of items including vehicles and office furniture for auction on a quarterly basis.
11. Maintains and updates all records for the abandoned vehicle program. Performs all DMV records requests. Mails certified documents to last know owners. Files notices with the court in conjunction with the KPB Legal department to ensure compliance with code and state law.
Other Functions:
1. May assist road inspectors with their assigned duties, including but not limited to: plat and ROW research.
2. Other related duties as assigned.
Examination: Related skills tests as required.
While performing the duties of this job, the employee is frequently required to communicate orally and to use hands and fingers dexterously to operate office equipment; regularly required to sit; regularly required to walk and stand; reach and lift light overhead objects; bend and stoop while filing or examining maps. Employee must occasionally transport up to 30 pounds. May perform limited duties in inclement weather conditions. Specific vision abilities required include close vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.