ADMINISTRATIVE ASSISTANT II

JOB TITLE:

Administrative Assistant II

JOB CLASS NUMBER:

CLR405

PAY GRADE:

2

FLSA STATUS:

Non-Exempt

BUSINESS UNIT NAME:

Street Department

REPORTS TO:

Street Program Coordinator

SUPERVISORY WORK:

None

Starting Wage: $13.33

SUMMARY

This position is primarily responsible for the utility cut permitting function - issuing permits, researching utility cuts, invoicing City departments and contractors, etc. Responsible for coverage of both telephone and radio, and recording procedures for on-the-job injuries, vehicular and fixed object accident reporting.

ESSENTIAL RESPONSIBILITIES

• •Advises all new plumbers, contractors, etc., of insurance, permitting, inspections, bonds, and various other requirements needed to comply with City ordinances (as needed).
• •Ensures insurance certificates and bonds are current for companies requesting excavation permits (daily).
• •Coordinates number of excavation permits issued under bond to ensure amount of bond is not exceeded.
• •Issues, mails, invoices and tracks excavation permits.
• •Develops and maintains spreadsheets used for the tracking of excavation permits.
• •Receive and enter utility cut repair notifications in database and process repair orders for repair crews (daily).
• •Coordinates with Capital Projects Development & Engineering to ensure all plumbers/contractors requesting plumbing permits have taken out excavation permits when digging in streets or alleys.
• •Receives incoming calls for inspections, in forms inspector and follow up by notifying of pass or failure (daily).
• •Posts inspections to Excel and prepare final inspection report biweekly for Street Department Supervisor. Ensure all inspections (usually three per permit) are completed.
• •Coordinates with Capital Projects Development & Engineering to ensure that plumbers take out excavation permits when digging in the street/alley.
• •Notifies companies whose cuts fail final inspections and follow through on such cuts (as needed) to ensure repairs are completed properly and in a timely manner.
• •Enters size and date information from completed repair orders into data base (weekly).
• •Researches any billing discrepancies with other departments or outside vendors (monthly).
• •Evaluates weekly reports to ensure permits are completed by outside vendors in a timely manner.
• •Conducts records research, as needed, for determination of permit issuance and/or status of cuts.
• •JOB TITLE: Administrative Assistant II JOB CLASS NUMBER: CLR405 PAY GRADE: 2 FLSA STATUS: Non-Exempt BUSINESS UNIT NAME: Street Department REPORTS TO: Street Program Coordinator SUPERVISORY WORK: None SUMMARY This position is primarily responsible for the utility cut permitting function - issuing permits, researching utility cuts, invoicing City departments and contractors, etc. Responsible for coverage of both telephone and radio, and recording procedures for on-the-job injuries, vehicular and fixed object accident reporting. ESSENTIAL RESPONSIBILITIES
• •Advises all new plumbers, contractors, etc., of insurance, permitting, inspections, bonds, and various other requirements needed to comply with City ordinances (as needed).
• •Ensures insurance certificates and bonds are current for companies requesting excavation permits (daily).
• •Coordinates number of excavation permits issued under bond to ensure amount of bond is not exceeded.
• •Issues, mails, invoices and tracks excavation permits.
• •Develops and maintains spreadsheets used for the tracking of excavation permits.
• •Receive and enter utility cut repair notifications in database and process repair orders for repair crews (daily).
• •Coordinates with Capital Projects Development & Engineering to ensure all plumbers/contractors requesting plumbing permits have taken out excavation permits when digging in streets or alleys.
• •Receives incoming calls for inspections, in forms inspector and follow up by notifying of pass or failure (daily).
• •Posts inspections to Excel and prepare final inspection report biweekly for Street Department Supervisor. Ensure all inspections (usually three per permit) are completed.
• •Coordinates with Capital Projects Development & Engineering to ensure that plumbers take out excavation permits when digging in the street/alley.
• •Notifies companies whose cuts fail final inspections and follow through on such cuts (as needed) to ensure repairs are completed properly and in a timely manner.
• •Enters size and date information from completed repair orders into data base (weekly).
• •Researches any billing discrepancies with other departments or outside vendors (monthly).
• •Evaluates weekly reports to ensure permits are completed by outside vendors in a timely manner.
• •Conducts records research, as needed, for determination of permit issuance and/or status of cuts.
• •Provides supervisors with monthly calendar for daily service and preventative maintenance of departmental equipment (100+ units).
• •Maintains all departmental files as well as conducts yearly purging of office filing system as directed by Street Program Coordinator.
• •Receives incoming calls and complaints from citizens, as well as two-way radio communication.
• •Enters Material Issue Tickets in computer data base for budget purposes.

Performs other job-related duties as assigned.

• •MINIMUM REQUIREMENTS:
• •Requires a High School Diploma or its equivalent and two years of office and bookkeeping experience. KNOWLEDGE, SKILLS, AND ABILITIES
• •Good organizational skills and the ability to process accurate and complete information received via telephone and radio a must.
• •Ability to write legibly.
• •Ability to communicate effectively via telephone and use of two-way radio.
• •Ability to work effectively in stressful environment due to frequent telephone and radio interruptions, irate public calls, and emergency situations.
• •Ability to verbally communicate effectively.
• •Ability to perform multiple tasks accurately and efficiently on a consistent basis.
• •Good working knowledge of general office and filing procedures.
• •Ability to type 25 to 30 wpm.
• •Ability to operate standard office equipment including but not limited to copier, fax machine, 10-key calculator.
• •Ability to use a variety of computer applications, such as GIS, MGO, Excel, Workday, etc.
• •Ability to keep filing up to date.

• •ADA PROFILE Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this position. While performing the duties of this Job, the employee is required to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. The employee is also required to finger, grasp, handle, lift, walk, stand, hear, crouch, reach, speak, see, and write. Also requires the ability to make rational decisions and perform repetitive motions. WORK ENVIRONMENT The employee works in a safe and secure indoor work environment that may periodically have unpredicted requirements or demands.
• •Maintains all departmental files as well as conducts yearly purging of office filing system as directed by Street Program Coordinator.
• •Receives incoming calls and complaints from citizens, as well as two-way radio communication.
• •Enters Material Issue Tickets in computer data base for budget purposes.

Performs other job-related duties as assigned.

MINIMUM REQUIREMENTS

Requires a High School Diploma or its equivalent and two years of office and bookkeeping experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• •Good organizational skills and the ability to process accurate and complete information received via telephone and radio a must.
• •Ability to write legibly.
• •Ability to communicate effectively via telephone and use of two-way radio.
• •Ability to work effectively in stressful environment due to frequent telephone and radio interruptions, irate public calls, and emergency situations.
• •Ability to verbally communica