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Highway Department Sr. Technical Specialist
Position Objective
This position is accountable for performing a variety of customer support services including responding to customer questions, processing customer transactions, and performing administrative support assignments for the Highway department. The work is generally technical in nature being governed by local, state, and federal regulations and requiring access to a variety of software systems. This is a multi-incumbent classification where duties and areas of specialization may vary contingent on departmental resource and customer needs.
Position responsibilities include assisting but are not limited to assisting with the processing of moving, utility, entrance, and special event permits. Sale of Materials to residents, cities, townships, and other governmental agencies. Each of the referenced services has unique processing requirements generally governed by statute, policy, or ordinance. Work requires the incumbent to acquire and maintain the technical knowledge necessary to ensure compliance with all local, state, and federal regulations governing the issuance and/or processing of these customer service transactions. Additionally, the position serves as the central point of contact for customer questions and as such requires a high degree of resourcefulness to effectively respond to the wide variety of information requests.
Administrative accountabilities involve providing support services for department personnel including word processing, transcription, data entry and reporting accountabilities, meeting preparation and coordination, receptionist functions, scheduling and calendar management, mail processing, filing, scanning, invoice coding, payment reconciliation and transaction processing.
Essential Duties & Responsibilities
- Permit Application Administration: Serves as primary public resource for questions relating to moving, utility, entrance, and special event permits. Provides first level support on questions relating to policies and procedures associated with the permit application process. Reviews and assists customers with the permit application process and reviews applications for completeness, requesting additional information as needed to ensure required information is provides with the application. Accesses county databases, policies, and ordinances to assist with properly processing permit applications. Evaluates current processes and assists in developing policies and procedures related to internal and external use of permitting system.
- Contract/Agreement Coordination: Organize, collect data and supporting documentation for the departments board agenda items. Prepares request for Board action forms, coordinates, and transmits all documentation necessary to complete the contract and/or agreement in a timely manner. Manages the electronic tracking for all highway department contracts and agreements. Ensures that all contractual milestones, decisions, and County Board actions are recorded. Ensures that all financial transactions are recorded and tracked in a timely manner. Follows up with staff to ensure appropriate action directed by the County Board have been completed.
- General Payments: Receive and processes a variety of payments for various services and fees. Access county database to properly account for payment transactions.Transports deposits to Central Finance Office in the historical courthouse.
- Pick a Mile (Adopt a Hwy): Manages the “Pick a Mile” volunteer roadside cleanup program. Maintains contracts and map to ensure accurateup to date information is available via the electronic system. Prepares requests for final trash pickup after each group has completed their cleanup.
- A/R Billings: Prepares payment vouchers/billings for all government and private entities that conduct business with the Highway Department. Works with law enforcement and sign technician to gather appropriate information needed to prepare billing for damages. Prepares and reviews AR Aging report and provides referral for collection action. Maintains accounts receivable records for efficiency in collection and monthly balancing.
- Reconciliations: Maintains fuel system tracking fuel usages for all governmental and private entity users. Performs daily interfaces and reconciliations between Petrovend and Munis to ensure accurate daily usage reporting. Responsible for monthly reconciliation of all fuel work orders, commodity purchases and jurisdictional agreements for governmental and private entities to ensure accurate usage reporting and AR billings.
- Customer Service: Respond to customer inquiries providing information and assistance relating to department programs and services in a professional and timely manner to ensure a high service environment.
- Meeting Administration: Provide administrative support for all assigned meetings including required notices, scheduling, room arrangements, supplies, materials, minutes, and other related duties as assigned.
- Word Processing: Complete various forms of correspondence and materials as assigned including composition, formatting, proofing, and editing to ensure the creation of professional and accurate documents and materials.
- Reporting: Complete various reports including databases, spreadsheets, data entry, data analysis and summary reports as assigned.
- Records Management: Develop and maintain filing, retention and retrieval systems including electronic media, scan data and hard files in a manner that ensures effective retention and retrieval of all assigned materials. Periodically review the Minnesota Counties Record Retention Schedule to ensure our records fall within the required timelines.
- Software Administration: Maintains multiple databases and software programs. Serves as first point of contact for all questions and comments. Provides training and assistance to staff and customers when needed. Troubleshoots and resolve problems related to multiple databases and software programs by working directly with the vendors and IT to communicate and address bugs and/or request future enhancements. Document and track problems submitted by users and communicates proposed or final resolutions to users. Participates in evaluating enhancements and communicates them to departmental staff.
- Website Administration:Manages and updates Highway Web pages and SharePoint site.
- Office Services: Perform a variety of general office services including mail processing, customer service functions, scheduling, messaging, and calendar management for department staff as assigned.
- Other: Perform all other related duties as assigned including special projects, committee and/or task force assignments in a professional and effective manner.
Minimum Qualifications
- High school diploma or equivalent
- Formal prep of one or more years or equivalent knowledge gained from related experience and/or education.
- Five or more years work experience of a similar nature and scope of responsibility
- Advanced proficiency of Microsoft software programs. (Word, Excel, & Access).
- Valid state issued Driver’s license
Desirable Qualifications
- Ability to prepare correspondence.
- Ability to convey information effectively both verbally and written.
- Knowledge in computer operations and programs, included but not limited to SharePoint, CRM (Microsoft Dynamics), ERP Systems (Enterprise-Wide Accounting) and Civic Plus (website) and Social media platforms.
- Ability to perform mathematical computations accurately and explain results.
- Ability to learn terminology, policies and procedures regardingdepartmentfunctions and be able to explain to others.
- Ability to make work decisions in accordance with governing laws and policies.
- Knowledge in Website Administration/updating.
- Ability to read and interpret maps.
- Ability to work independently, manage multiple priorities, problem-solve, and meet deadlines.
- Ability to establish and maintain effective working relationships with internal and external customers.
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