Highway Permits Administrative Assistant

Responsibilities

• Perform clerical work functions associated with processing and maintaining information, documentation and records related to the County Highway Department permitting process.
• All work completed is in compliance with state statutes and local ordinances; follows all County and State regulations regarding the management of accounts; ensures all monies are properly accounted for at the end of the day; meets all deadlines established by state statute, local ordinances and Elected Official or Department Head.
• Welcome and assist all visitors to the Boone County Highway Department office, providing courteous, professional customer service by answering inquiries, directing individuals to the appropriate staff and ensuring a positive and efficient front office experience.
• Communicate via telephone, email and/or two-way radio; provide information and assistance; take and relay messages or direct calls to appropriate personnel; return calls as necessary.
• Communicate with department head, supervisor, employees, co-workers, other departments, officials, auditors, the public, and other individuals, as needed, to coordinate work activities, review status of work, exchange information, or resolve problems.
• Process various highway permits, including but not limited to right of way, road closure, frost and driveway permits; assist executive assistant with processing and recording of Right of Way Dedications; assist in the process of finalizing permits.
• Assist with the department’s communication efforts, including written email, website and/or social media content.
• Prepare or complete various forms, reports, correspondence, spreadsheets, or other documents manually or via computer.
• Receive various forms, reports, correspondence, work tickets, permit applications, maps, manuals, or other documentation; review, complete, process, forward or retain as appropriate.
• Operate a computer to enter, retrieve, review or modify data in computer database and GIS systems; verify accuracy of entered data; make corrections as appropriate; operate a computer effectively and efficiently.
• Prepare departmental files; maintain file system of departmental records and permit applications.
• Maintain inventory of department equipment, materials and supplies; monitor inventory levels.
• Process a variety of documentation associated with departmental operations, per established procedures and within designated time frames; distribute documentation or retain records as appropriate.
• Generate manual and/or computerized reports; submit reports to appropriate individuals or agencies; forward, file or retain reports as appropriate.
• Meet customer service standards established by Elected Official or Department Head; ensure all correspondence and forms follow County guidelines, are accurate, and free from errors.
• Assist executive assistant with administrative duties as needed.
• Provide assistance to other employees or departments as needed.
• Perform other related duties as assigned.

High school diploma or GED; supplemented by one (1) to two (2) years of previous experience and/or training involving customer service, general office work, data entry; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job.

Must have experience using computers with the Microsoft Windows operating platform and an advanced understanding of Microsoft Word, Excel and Outlook. Working conditions include a variety of interpersonal situations that must be handled with good judgment in a professional, discreet manner. The ability to work on several tasks at the same time and complete tasks effectively is required. This position requires the ability to work and communicate well with individuals from all levels.

Physical Ability:
Tasks require the ability to exert light physical effort in sedentary to light work, but may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5‑10 pounds). Tasks may involve extended periods of sitting and performing computer work at a desk or workstation.

Environmental Factors:
Essential functions are regularly performed without exposure to adverse environmental conditions.

Boone County, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.