ADMINISTRATIVE ASSISTANT II

JOB TITLE:

Administrative Assistant II

JOB CLASS NUMBER:

CLR405

PAY GRADE:

G02

FLSA STATUS:

Non-Exempt

BUSINESS UNIT NAME:

Capital Projects and Development

REPORTS TO:

Capital Improvement  Program Coordinator

SUPERVISORY WORK:

None

STARTING PAY:

$13.330/HR.

SUMMARY

Under limited supervision, this position will provide a wide variety of complex clerical tasks using several office machines and software. Will assist the Resource Administrator and Project Inspectors with processing and tracking Right-of-Way Permits, Network Node Permits, and citizen complaints using e-Builder Software and GIS maps. Accurately and efficiently processes Waivers, Excavation Fill Permits, and enters data into e-Builders System and other departmental software. Will frequently work with other City Employees, Developers, Contractors, and the Public. Accurately and efficiently reconciles and invoices department timesheet charges. Is responsible for filing and will serve as a backup receptionist, process outgoing mail and correspondence, and scan and maintain files on projects. Will provide backup and support for other department staff and performs other job-related duties as assigned. 

ESSENTIAL RESPONSIBILITIES

• Assist Resource Administrator and Project Inspector with processing and tracking Right-of-Way Permits, Network Node Permits, and citizen complaints using e-Builder Software and GIS Maps.
• Processes Waivers, Excavation Fill Permits, Right-of Way and Node Permits
• Effectively communicates with fellow personnel, contractors, and the public using tact and diplomacy.
• Performs clerical duties related to the operation of the department.
• Accurately and efficiently reconciles and invoices department timesheet charges
• Accurately and timely updates and maintains e-Builder
• Prepares reports from e-Builder and databases in a timely manner.
• File all correspondence and documents related to Capital Projects & Development Engineering projects. Responsibilities includes filing, scanning, indexing files, and making copies, distributions as requested.
• Serves as backup receptionist for the department; answer phones, greats the public and determines their needs; accurately and timely distributes all outgoing correspondence including plans and other correspondence as required.
• Type letters and miscellaneous correspondence as requested
• Assist other department staff as required.
• Assist with processing public information requests
• Perform miscellaneous admin duties as assigned.
• Maintains department library

MINIMUM REQUIREMENTS

• Minimum of two years clerical experience
• Working knowledge of the personal computer with experience in Microsoft Office Suite.  Basic knowledge of database and spreadsheet programs; access experience preferred
• e-Builder software experience preferred
• Ability to type 35 wpm preferred
• Ability to use software including Internet, Outlook, Word, Excel, Access, JD Edwards, Adobe Acrobat, e-Builder and Hummingbird

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to use software including Internet, Outlook, Word, Excel, Access, JD Edwards, Adobe Acrobat, e-Builder and Hummingbird
• Ability to operate a typewriter scanner, network printer, 10-Key, Filing system, fax machine, copier machine, multi-line phone and basic computer operation

ADA PROFILE

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this job, the employee is required to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  The employee is also required to finger, grasp, handle, life walk, stand, hear, crouch, reach, speak, see, and talk. Also requires the ability to make rational decisions and perform repetitive motions.

WORK ENVIRONMENT

The employee works in a dynamic environment that requires me to be sensitive to change and responsive to changing goals, priorities, and needs.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law.

The City of Amarillo provides reasonab