Administrative Assistant - Engineering

This job was posted by https://idahoworks.gov : For more information,

please see: https://idahoworks.gov/jobs/2551905

ADMINISTRATIVE ASSISTANT

Engineering

Revised: June 2026

POSITION DETAILS

Position Title: Administrative Assistant Engineering

FLSA Classification: Non-Exempt

Salary Grade: 8

Reports To: Engineering Manager/City Engineer

Cell Phone Stipend: ? Eligible ? Ineligible

Supervisory Functions

• Full-Time Employees ? Seasonal Employees
• Part-Time Employees ? Volunteers
• Temporary Employees ? No Supervisory Functions
  
  

BASIC FUNCTION

Under the direction of the Engineering Manager/City Engineer, provides

administrative and

logistics support for the Engineering Division, Department head and

department employees with

an emphasis on project coordination; professional service, and record

management. This position

also provides support to the Engineering Division to support office

operations, services, and

activities; plan and perform administrative office coordination to

ensure smooth, timely, and

efficient office operations for the department; research, collect,

analyze and compile data and

information for inclusion in reports; maintain financial records, files

and budgets related to

departmental operations, programs, and expenditures.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant incumbents perform a broad range of complex

duties to ensure the

smooth and efficient office, department and project administration.

Essential Functions

Reasonable accommodations may be made to enable individuals with

disabilities to perform

These Essential Functions.

Develops, reviews, and routes correspondence, including reports,

agreements,

Amendments, Specifications, Submittals, Requests For Qualifications,

consultant

payments, bid documents, and project closeout forms; prepares directive

letters to

contractors regarding contract compliance.

Maintains departmental databases; prepares and administers the clerical

Requirements

of the public bid and solicitation processes including the preparation

and processing of

project closeouts and warranty documentation.

ADMINISTRATIVE ASSISTANT

Engineering

Revised: June 2026

Maintain financial records and files pertaining to departmental

expenses, training, and

certifications, budget balances, prepare reports, charts, and graphs as

requested.

Organize and coordinate office functions, transmittals and

communications; ensure the

efficient flow of office information, applications and documents,

interact with City

Departments and outside organizations to coordinate assigned department

operations.

Maintains project records; reviews invoices to ensure conformance with

contract

provisions and budget; processes contract payments in accordance with

the Citys

project management program; maintains and updates the Citys capital

improvement

program management system.

Compose, prepare, type, and distribute a variety of correspondence,

letters, memos,

and reports including materials of a confidential nature; compose

letters requesting or

providing information; track office projects and maintain related files

and records;

develop and maintain extensive filing systems.

Act as a receptionist for vendors, contractors, agencies and citizens.

Answer telephone

calls and direct the public to appropriate departments or individuals;

receive complaints

and explain programs, codes, policies, and procedures within the scope

of authority;

maintain department web pages and provide information of a general or

limited

technical nature; schedule appointments and meetings.

Operate a variety of business and office equipment, including personal

computers, fax

machines, copiers and calculators, and receive, sort, open, and

distribute mail; drive a

vehicle as required.

Provide staff support and cler ical and administrative assistance to

boards and

committees; take and transcribe detailed minutes as directed; prepare

reports, agendas,

correspondence and other materials as assigned.

Required Education And Experience

Graduation from high school or GED.

Any combination equivalent to graduation from high school supplemented

by course

work in office management, administrative training, or related field

and;

Five (5) years of increasingly responsible experience in a similar

position.

Two (2) years of facilities, engineering, public works, or construction

industry