Engineering - Office Administrator I

DESCRIPTION

The Office Administrator I in Engineering Services plays a vital role in providing administrative support to the Engineering Department, with a focus on managing clerical tasks, coordinating departmental activities, and assisting engineering staff. This position requires strong organizational skills, attention to detail, and the ability to prioritize and multitask in a fast-paced environment.

QUALIFICATIONS

• High school diploma or equivalent required; Associate's or Bachelor's degree in business administration, public administration, or related field preferred.
• Minimum of 3 years of experience is required, in clerical or administrative support roles, preferably in a municipal government setting or engineering environment.
• Knowledge of engineering terminology, procedures, and regulations is desirable but not required.
• A Valid Driver's License Class C is required at the time of placement and a clean driving record.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of computer applications, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management software.
• Skills in organization and strong attention to detail, with the ability to prioritize tasks, manage multiple projects, and meet deadlines in a dynamic work environment.
• Skills in communication, both verbal and written, with the ability to interact professionally with diverse stakeholders and provide exceptional customer service.
• Ability to work independently with minimal supervision, as well as collaboratively as part of a team, to achieve departmental goals and objectives.

MAJOR DUTIES

• Provide administrative support to engineering staff, including scheduling appointments, coordinating meetings, and managing calendars to ensure efficient use of time and resources.
• Prepare and distribute correspondence, reports, memos, and other documents, both electronically and in hard copy, using word processing, spreadsheet, and presentation software.
• Assist in the preparation and processing of engineering project documents, including contracts, permits, specifications, and bid documents, in compliance with departmental procedures and regulations.
• Coordinate with internal and external stakeholders, such as contractors, consultants, vendors, regulatory agencies, and the public, to gather information, respond to inquiries, and facilitate communication related to engineering projects and services.
• Assist in the preparation and administration of departmental budgets, including tracking expenses, processing invoices, and reconciling accounts, in collaboration with finance and accounting staff.
• Provide customer service and support to departmental staff, contractors, and members of the public, both in person and over the phone, by answering questions, providing information, and resolving issues in a timely and professional manner.
• Perform general office duties, such as photocopying, scanning, faxing, filing, and ordering supplies, to maintain an organized and efficient work environment.
• Adhere to departmental policies, procedures, and standards of conduct, and promote a positive work culture and team environment among colleagues.
• Other duties as assigned.

This position is an essential service position and will require providing services during emergency situations.

Visit our website www.cityoflufkin.com or contact the Human Resources Department at Lufkin City Hall, 300 E. Shepherd Ave., Suite 226, Lufkin, TX 75901, Phone 936-633-0228.