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Administrative Assistant – City of Franklin Job Opening

Administrative Assistant - Engineering - Job Opening

I. Purpose of Job

Under general supervision, provides administrative support for the Engineering Department, which may include project tracking, plan review support, budget tracking, customer service, accounts payable, payroll administration, and general office support.

Administrative Assistant Job Overview

End Date: 3/31/2022
Date Posted: 2/17/2022
Job Code: ClericalD
Location: City Hall
Address: 109 3rd Ave S
City: Franklin
State: TN
Country: United States of America

Hourly PAY: $19.43/hour – $21.14/hour

II. Essential Job Duties (Performs some or all of the following as assigned)

A. Provides General Office Support

  • Files documents electronically
  • Purchases office supplies.
  • Takes minutes at various department meetings.
  • Answers multi-line telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
  • Responds to and/or forwards emails to appropriate parties.
  • Makes travel arrangements including payment; schedules meetings.
  • Prepares memos, correspondence, reports, presentations, etc.

B. Provides Engineering Department Administrative Support

    1. Monitors plan review software and monitors project status; follows up on upcoming due dates with appropriate staff members.
  1. Responds to inquiries concerning project status.
  2. Receives permit requests, fees and issues engineering permits.
  3. Responds to inquiries concerning projects, easements, and other similar information; consults GIS data or maps to find information.
  4. Assist with the bidding process of capital infrastructure projects to include the preparation of plan specification books, advertising, addendums and distribution of information.
  5. Provides a variety of administrative duties associated with capital projects and private development projects.
  6. Organizes, tracks and maintains plan and permit filing system.
  7. Purges plan files per record retention policy.

C. Administers Payroll and Budget

  • Records and approves Engineering payroll; obtains approval of nonstandard items.
  • Processes paperwork for payroll and tracks employees’ attendance.
  • Approves biweekly payroll for processing.
  • Assists with the preparation of the Engineering Departments Budget; Makes and enters calculations and projections, tracks budget vs. actual expenses.
  • Reviews and codes credit card transactions and invoices; follows up to resolve discrepancies; forwards to Finance or Purchasing Departments.
  • Accepts payments and disburses plan copies; maintains list of plan holders.

III. Other Job Duties

Performs other job duties as assigned, including:

  • Supplies and performs routine maintenance on office equipment.
  • Coordinates vehicle inspections and repairs.
  • Manages the content located on the internal and external engineering website.

IV. Primary Job Challenges

Primary challenges of this position include anticipating information needs of project contractors or consultants who may not be fully communicating with each other, prioritizing workflow, and time management.

V. Equipment Operated

– General office equipment including computers, copiers, printers, multiline telephone, etc.
– Motor Vehicle
– VI. Key Competencies Required

Job Content Knowledge:
– Intermediate knowledge of modern office practices and procedures.
– Basic Knowledge of budgeting principles.
– Intermediate knowledge of customer service principles.
– Intermediate knowledge of general management theory and practices.
– Intermediate knowledge of the organization, function, goals and objectives of the City and department.
– Proficient with computers and Microsoft products (Word, Excel, Outlook, etc.), Adobe and Bluebeam.
– Proficient with (or ability to be proficient with) various City of Franklin software to include enterprise content management software (OnBase) and Permitting/Asset Management Software (Infor).

Language Skills:
Level 3: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers, and the general public.

Mathematical Skills:
Level 2: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:
Level 3: Ability to apply common sense understanding to carry out multi-step instructions furnished in written, oral, or diagram form. Ability to deal with problems by choosing from several known choices with frequent reliance on how problems were dealt with before.

Teamwork: Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.

Minimum Requirements

VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through attainment of 1 year technical certificate in office administration or equivalent plus 2 years of related experience and/or training, or an equivalent combination of education and experience.

Required Certifications/Licenses:

  • TN Driver’s License

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