Administrative Assistant

District Engineer Supervisor

Under general supervision, performs a wide variety of administrative, clerical, and customer service functions in support of the Engineering Department. Serves as the department's primary point of contact and front desk representative, providing professional and responsive customer service to the public, constituents, consultants, contractors, and District staff. Coordinates daily office operations by maintaining departmental records and files, processing documents, scheduling meetings, and supporting engineering staff with administrative and project-related tasks.

Ensures efficient department operations through effective communication, organization, and attention to detail while maintaining confidentiality and delivering exceptional customer service.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential duties and responsibilities include:

• Serve as the primary point of contact for the Engineering Department, welcoming visitors, managing multi-line telephone calls, and responding to email and electronic inquiries.
• Provide courteous, professional, and timely assistance to customers, developers, contractors, consultants, and the general public regarding engineering services, policies, permits, policies, procedures, and departmental requirements.
• Route inquiries to the appropriate department or personnel and follow-up as needed to ensure responsive and efficient customer service.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain a professional, organized, and customer-friendly reception area and general office environment.
• Prepare, proofread, format, and distribute professional correspondence, reports, meeting agendas, minutes, spreadsheets, presentations, and other departmental documents.
• Maintain and organize paper and electronic filing systems, ensuring the accurate retention, accessibility, and security of engineering records, plans, permits, and correspondence.
• Enter, update, verify and retrieve information from databases, document management systems, and other software applications to support departmental operations.
• Coordinate and schedule appointments, meetings, inspections, and conference room reservations for engineering staff.
• Receive, process, and distribute incoming and outgoing correspondence, maintain accurate records and document tracking systems to ensure timely processing and follow-up.
• Assist with the processing and tracking of applications, easements, permits, encroachment requests, and other engineering-related documents.
• Maintain engineering project files and records in compliance with District policies, procedures, and records retention requirements.
• Coordinate with District departments, external agencies, consultants, contractors, and customers to facilitate the timely exchange of project information and documentation.
• Assist with compiling, organizing, and analyzing data; prepare reports, and monitor project status updates to support departmental operations and management decision-making.
• Support engineering staff by maintaining and organizing technical documents, maps, drawings, specifications, and project records.
• Maintain the organization, security, and accessibility of the map and records vault, ensuring accurate storage and retrieval of information.
• Represent the District at meetings and public events as assigned by the Engineering management.
• Provide administrative support for engineering projects and special assignments as needed.
• Process purchase requisitions, invoices, payment requests, and related financial documents in accordance with District policies, procurement requirements, and applicable State regulations.
• Monitor, maintain, and replenish office supply inventories to ensure the efficient operation of the Engineering department.
• Assist with departmental budgeting activities by tracking expenditures, maintaining expense documentation, and supporting the preparation of budget-related reports.
• Maintain the confidentiality of sensitive and proprietary information in accordance with District policies and applicable regulations.
• Responsible for knowing and complying with all District policies, procedures, and workplace safety standards and regulations.
• Assist with EBID public education demonstrations and community outreach.
• Maintain regular and punctual attendance during scheduled shift and demonstrate flexibility to accommodate occasional schedule change adjustments to meet operational needs.
• Represent the District in a professional, courteous, and positive manner when interacting with employees, customers, and the public.
• Contribute to a team effort by accomplishing tasks assigned.
• Perform other related duties, special projects, and assignments as assigned.

Knowledge of modern office procedures, practices, and equipment; customer service principles and techniques; proper handling of confidential information; effective communication in verbal and written forms;…