CITY OF AUBURN invites applications for the position of:
Office Assistant - Engineering
25 WEST MAIN STREET AUBURN, WA 98001
HUMAN RESOURCES: 253-931-3040
JOBLINE: 253-931-3077 TTY: 253-288-3139
An Equal Opportunity Employer
SALARY
Monthly $3,620.82 - $4,430.26
OPENING DATE: 05/15/15
CLOSING DATE: 05/22/15 05:00 PM
DEPARTMENT: CDPW - Engineering
POSITION DETAILS:
This is semi-routine clerical work with emphasis on customer service, word processing, spreadsheets, data input, filing, and record keeping.
PRIMARY DUTIES *Prepares written communications in the form of correspondence, reports, forms,
fliers, and manuals; enters and retrieves data; creates spreadsheets, presentations, brochures, graphics, and marketing materials.
*Maintains records related to Customer Requests for Services and Traffic Section Work Orders.
*Receives and dispatches messages over the two-way radio for Public Works personnel.
*Creates and maintains department electronic word processing and spreadsheet files, backing up and purging them on a regular basis.
*Sets up files. Files and retrieves documents from the department’s files and City archives. Logs and files warranties related to capital projects.
*Enters requisitions and processes purchase orders charged to the Engineering
General Fund budget and miscellaneous utility budgets. Tracks items charged to the Engineering general fund on the Year-End Balance Sheet.
*Prepares, copies and distributes a variety of documents, including Public Works Committee agenda by mail, e-mail, and fax.
*Maintains plan holder lists; packages and mails project plans and specifications.
*Processes Consultant Roster application forms, reviewing them for completeness and entering data into the database. Contacts consultants who have submitted incomplete information. Purges database and Statements of Qualifications.
Processes contractor evaluation forms for capital projects.
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*Monitors capital project 1-year warranty bond expiration dates, prepares bond release letters upon approval of Construction Manager, and burns project files to CDs.
*Performs photocopying and arranges for printing of Public Works material and documents.
*Receives, date stamps, and distributes mail to the appropriate Public Works employees.
*Processes outgoing mail, including certified mail, mail to be delivered overnight or by courier, and UPS.
*Responsible for printer operation and supplies, and vendor coordination, coordinates repairs for office machinery, as needed.
*Orders department office supplies and keeps the supply area stocked and organized.
*Arranges for City vehicles to be taken to Maintenance and Operations for maintenance.
*Provides customer service by assisting the public at the front counter and over the telephone, answering inquiries or referring them to the appropriate staff person.
*Works courteously and effectively with public officials, citizens, developers, contractors, consultant, supervisor, and other employees, both in person and over the telephone; assisting them with a wide variety of information pertaining to City and department.
*Handles messages and complaints from citizens in a polite and professional manner; determine nature of message or complaint and, if it cannot be resolved by the employee, refers it to the appropriate staff member.
*Safely, operates office equipment at a high level of expertise Maintains and updates standardized forms on the network hardware.
*Operates a variety of computer programs to include word processing, spreadsheet and data base applications, graphics, mailing lists, and Outlook, to assist departmental activities.
*Works effectively under pressure and with frequent interruptions.
*Completes work and projects in a thorough and timely manner.
*Understands and follows directions from supervisor, posted work rules and procedures.
*Performs related work as required.
*Works independently on routine assignments.
*Performs other duties and responsibilities as assigned.
*Shows initiative in performing job functions.
May be required to set up/clean up facilities, purchase and set up refreshments, etc., for meetings and/or open houses.
Performs backup duties in the absence of the Public Works Department Secretary.
Some evening work may be required.
*Regular, reliable and punctual attendance.
* = Primary function.
MINIMUM QUALIFICATIONS
Graduation from high school or equivalent AND one year of related work experience required. Strong skills in Microsoft Word, Excel (including charts and graphs),
PowerPoint, and Illustrator or PageMaker, required. Skill in using Microsoft Outlook, Access and Adobe Creative Suites preferred. Experience in a government/municipal setting preferred.
ADDITIONAL
INFORMATION
Works indoors in a clean, climate-controlled workspace. Required to sit, talk, and hear; frequently required to work and use hands to finger, feel or handle writing utensils, computer and office supplies which require repetitive arm, wrist and hand movement; occasionally required to stand and reach with arms and hands; occasionally require to lift or move up to 30 pounds. The employee occasionally required to climb, balance, stoop, kneel, crouch, bend or crawl. Specific vision abilities include close, distance, color, and peripheral vision, depth perception and the ability to adjust focus. Employee is required to maintain confidentiality of information within the department. The employee may be required to deal with irate or disgruntled individuals requiring the use of conflict management skills. Employee is required to maintain professional composure and tact, patience and courtesy at all times.
If you would like to see the supplemental questionnaire please follow this link:
http://agency.governmentjobs.com/auburn/job_bulletin.cfm?JobID=1147870