Administrative Assistant – Road Department

Chilton County Commission is an Equal Opportunity Employer

CHILTON COUNTY COMMISSION

500 2nd Avenue North, Clanton, AL 35045

x4201

(Use the "Apply for this Job" box below)./

Open: 1/28/2025 | Closes: 2/28/2025 | FLSA Status:
Full Time/Non-Exempt

Pay: $19.00 to $24.00

Reports To:

County Engineer

Hours:

M-F (6:00 AM – 2:30 PM)

Location:

Road Department

Applications mailed or dropped off at the Chilton County Commission Office to the Human Resources Department at 500 2nd Avenue North, Clanton, AL 35045 or sent electronically to the Human Resource Director, Terry Hinton at: thinton.

Submitted applications are to be addressed to the Human Resource Department.

The Engineering Administrative Assistant assists the County Engineer by preparing reports, coordinating special projects, handling problems involving the public, government officials, or others, preparing correspondence, purchasing supplies, maintaining financial and other types of records, managing and preparing paperwork associated with state and federal projects, preparing bid specifications and maintaining related files, making copies of correspondence or other materials using computers, scanners, copy machine, and maintaining financial and other types of records.

• Relieves the Engineer of routine administrative duties.
• Greets visitors to the Engineering Office, determines the reason for the visit, and either provides general information or refers the matter to the Engineer or other appropriate person.
• Answers the telephone, answers questions, and provides general information to the public, the media, and officials regarding Engineering matters in a polite manner.
• Answers correspondence of moderate difficulty.
• Coordinates new hires, terminations, worker’s compensation claims, and other personnel related matters with the Human Resource Department and the Commission Office.
• Refers complaints to the Engineer and follows up to determine the action taken.
• Transmits orders and instructions to employees and other for the Engineer using a telephone, or in person, as appropriate.
• Makes travel arrangements for the department as needed.
• Maintains appointment calendar and schedules appointments as needed.
• Makes and distributes copies as needed.
• Prepares zoning letters, subdivision letters, and right-of-way letters, as requested.
• Manages general ledger accounts for Engineer to track expenses and revenue entries.
• Prepares bid specifications for all County purchases, coordinates bid process, and maintains related files.
• Consults catalogs, brochures, and suppliers to obtain specifications for supplies and equipment.
• Prepares and types bid requests and mails to vendors in accordance with established procedures.
• Consults with internal experts regarding technical information pertaining to bid specifications for equipment such as computers, bulldozers, heavy equipment.
• Receives bids from vendors and maintains them in accordance with established procedures until formally opened at a commission meeting.
• Maintains bid files and vendor list.
• Conducts purchasing activities for the Engineering Office and maintains associated records.
• Purchases supplies, parts, traffic signs, and related materials from County and state bid in accordance with established procedures.
• Balances invoices and purchase orders monthly with budget.
• Verifies receipt of supplies.
• Maintains a variety of records and prepares reports.
• Maintains inventory records of fixed assets.
• Maintains employee files for the Engineer.
• Maintains County road inventory.
• Maintains records associated with the sale of maps.
• Maintains records of sign material used by districts monthly and prepares monthly billing.
• Maintains and balances budget information.
• Designs and prints forms for office use.
• Requires regular and prompt attendance plus the ability to work well with others and work well as a team.
• Performs other related duties as assigned.

• Knowledge of the principles and practices of accounting.
• Knowledge of modern office practices, procedures, systems, and equipment including computers and software.
• Knowledge of departmental operations and organization.
• Knowledge of the principles of general management.
• Knowledge of business English, spelling, arithmetic, and vocabulary.
• Knowledge of departmental policies and procedures.
• Knowledge of principles of communication.
• Knowledge of Code of Alabama as it pertains to competitive bid law requirements.
• Skill in dealing with people in a diplomatic manner.
• Ability to use a computer to store, retrieve, and compile data and prepare reports and.
• Ability to set priorities and plan and implement activities to maximize efficiency.
• Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
• Ability to read maps.
• Ability to establish and maintain effective working relationships with officials, other departments, and the public.
• Ability to handle complaints and provide information in a courteous…