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City of Henderson · 5 days ago

Administrative Support Specialist - Engineering

Henderson, NC

Full-time

Onsite

Entry, Mid Level

$43K/yr - $48K/yr

2+ years exp

City Of Henderson is seeking an Administrative Support Specialist in the Engineering department. The role involves performing a variety of administrative support tasks, managing confidential information, and ensuring compliance with departmental regulations while working independently under the supervision of the Engineering Director.

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Responsibilities

Secures information via telephone or personal contact; selects appropriate materials to answer questions and often handles the inquiries independently

Appropriately handles confidential or sensitive information; may require verbal, written, or digital reports on more complex issues

Handles timekeeping, accounting, and budgetary actions, and other functions for the department; orders supplies and materials and serves as contact with the purchasing and finance operations; approves bills for payment

May serve as secretary to one or more boards by developing agendas, making meeting arrangements, and taking and transcribing minutes

Interprets a variety of rules, regulations, and information on the organization's activities

Operates a computer with related data files and generates correspondence, statistics, minutes, and reports; reviews work for compliance, spelling, punctuation, and grammar; proofreads final copies

Some positions may serve as office manager or lead worker and may coordinate work assignments, training, and provide leadership to other office staff

May be responsible for evaluating staff members’ technology skills and assisting in providing or locating resources for skills enhancement; may be involved in developing an office website

Reviews and verifies records and reports for correct information; processes documents, including timesheets for payroll; files and retrieves materials; performs periodic follow-up activities

Requests information using forms or direct contact; compiles information from data or statistics from technology sources and from specialized files developed by higher-level program specialists

Maintains sensitive activity records and files; initiates appropriate follow-up or further action based on the status of program activity

Based on review of office records or reports, identifies potential inconsistencies; determines the cause; and resolves with staff and outside personnel

May be responsible for the intake and organization of permits

Assist with public outreach and public education

May organize and direct special programs and activities for the organization

May be required to make field visits for city projects

May be required to pick up and deliver documents and related items to different facilities

Serves as back-up for positions within the organization

Performs related duties as required

Qualification

Microsoft Office 365Google WorkspaceOffice practices knowledgeData handling skillsEngineering terms knowledgeTactful communicationSelf-starting skillsCritical thinking

Required

Performs a variety of administrative support, secretarial tasks, and records processing in an office and works independently performing duties requiring the ability to interpret and apply departmental rules and regulations to a variety of situations

Employees in this class perform a wide variety of administrative support, secretarial, and office management duties

Work generally requires that employees independently handle certain activities such as information processing, fiscal controls, computer systems administration, or a special aspect of a program of office activity

The administrative support duties require considerable tact and discretion in handling sensitive or confidential matters

Work requires a broader knowledge of more specialized office operations in order that the role may perform at a competent level in representing the supervisor or manager

Work requires more independence and self-initiative in activities and may include more independence in communications, both written and oral; may provide technical assistance to other support positions

Guides may include a variety of verbal instructions, written manuals and instructions, as well as comprehensive rules, statutes, and regulations

Work is performed under the supervision of the Engineering Director and is evaluated through observation, conferences, and the quality and effectiveness of work completed

Secures information via telephone or personal contact; selects appropriate materials to answer questions and often handles the inquiries independently

Appropriately handles confidential or sensitive information; may require verbal, written, or digital reports on more complex issues

May serve as secretary to one or more boards by developing agendas, making meeting arrangements, and taking and transcribing minutes

Interprets a variety of rules, regulations, and information on the organization's activities

Operates a computer with related data files and generates correspondence, statistics, minutes, and reports; reviews work for compliance, spelling, punctuation, and grammar; proofreads final copies

Some positions may serve as office manager or lead worker and may coordinate work assignments, training, and provide leadership to other office staff

May be responsible for evaluating staff members' technology skills and assisting in providing or locating resources for skills enhancement; may be involved in developing an office website

Reviews and verifies records and reports for correct information; processes documents, including timesheets for payroll; files and retrieves materials; performs periodic follow-up activities

Requests information using forms or direct contact; compiles information from data or statistics from technology sources and from specialized files developed by higher-level program specialists

Maintains sensitive activity records and files; initiates appropriate follow-up or further action based on the status of program activity

Based on review of office records or reports, identifies potential inconsistencies; determines the cause; and resolves with staff and outside personnel

May be responsible for the intake and organization of permits

Assist with public outreach and public education

May organize and direct special programs and activities for the organization

May be required to make field visits for city projects

May be required to pick up and deliver documents and related items to different facilities

Serves as back-up for positions within the organization

Performs related duties as required

Thorough knowledge of office practices and procedures

Considerable knowledge and ability to use grammar, vocabulary, and spelling

Considerable knowledge of working with data, statistics, figures, and arithmetic

Considerable knowledge of Microsoft Office 365 and Google Workspace, which includes Word and Excel

Knowledge of computer operating systems and phone operating systems

Working knowledge of City functions to which assigned and related policies, procedures, and regulations

Working knowledge of engineering terms and processes

Working knowledge of mapping systems and asset management

Working knowledge of municipal utility systems

Ability to work in a dynamic environment

Ability to be tactful and courteous in communicating information to customers and citizens

Ability to use judgment in organizing and establishing priorities and work assigned

Ability to record information, handle cash deposits, and balance figures

Ability to maintain effective relationships with supervisors, employees, and the public

May need the ability to plan, organize, monitor, evaluate, and delegate duties to others

Positive attitude with critical thinking and self-starting skills

Must be able to work in both office and outside settings

Must possess the visual acuity to prepare data and statistics, operate a computer, do extensive reading, use measurement devices, and operate a motor vehicle safely

Must be able to physically perform the basic life operational functions of fingering, grasping, talking, hearing, and repetitive motions

Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to move objects

Must possess the visual acuity to prepare and analyze data and figures, to operate a computer, and to maintain organized and thoroughness of the work assigned

Associates degree in administrative support or office management; or related fields

2 years of office management experience, including strong public contact duties; or an equivalent combination of education and experience