Administrative Assistant - Engineering

Administrative Assistant – Engineering

Role:
Provides administrative and logistics support for the Engineering Division, reporting to the Engineering Manager/City Engineer. The position supports smooth, timely, and efficient office operations, project coordination, professional service, and record management.

• Develop, review, and route correspondence, including reports, agreements, amendments, specifications, and bid documents.
• Prepare directive letters to contractors regarding contract compliance.
• Maintain departmental databases and clerical records related to the public bid, solicitation processes, and project closeouts.
• Maintain financial records, budget files, and departmental expenses, and prepare reports, charts, and graphs.
• Organize and coordinate office functions, transmittals, and communications to ensure efficient flow of information and applications.
• Coordinate with City Departments and external organizations on department operations.
• Maintain project records, review invoices for compliance with contract provisions and budget, process contract payments, and update the capital improvement program management system.
• Compose, prepare, type, and distribute correspondence, letters, memos, and reports, including confidential materials.
• Act as a receptionist for vendors, contractors, agencies, and citizens; answer telephone calls and direct the public to appropriate departments.
• Maintain department web pages, provide general or limited technical information, and schedule appointments and meetings.
• Operate office equipment (computers, fax machines, copiers, calculators), handle mail, and drive a vehicle as required.
• Provide staff support and administrative assistance to boards and committees; take and transcribe detailed minutes, and prepare reports, agendas, and other materials as assigned.

• Provide office support and administrative assistance to department staff.
• Coordinate projects and maintain extensive filing systems.
• Ensure compliance with contract provisions and budgetary requirements.
• Maintain confidential correspondence and perform research, data analysis, and report preparation.
• Assist in contract and bid process preparations.

• High school diploma or GED required.
• Five (5) years of increasingly responsible experience in a similar administrative role.
• Two (2) years of experience in facilities, engineering, public works, or construction industry.
• Familiarity with office management, administrative training, and related field is preferred.

Classification:
Non‑Exempt, Salary Grade:
8. Reports to Engineering Manager/City Engineer.