City of Morgantown, WVMorgantown, WV
Apply Description Position: Executive Assistant Department: Engineering & Public Works- Facilities, Permits & Properties Division Employment Status: Permanent- Full Time- Non-Exempt Schedule: Monday- Thursday 6:00 a.m. to 4:30 p.m. Compensation: Grade: 6 Step: 1 $20.92/hour POSITION SUMMARY Works under the supervision of the Deputy Engineering and Public Works Director, the Director of Engineering and Public Works. This position has a vital role in sustaining exceptional service by providing secretarial, clerical, and administrative support and organizational structure to ensure services are delivered and workflow completed in an effective and efficient manner. Manages day to day operations of the Engineering and Public Works (EPW) Department through routine secretarial/receptionist and clerk type duties such as answering telephones, printing and emailing, screening calls and visitors; typing, proofreading, editing correspondence/documents, and scheduling meetings/trainings for City staff members; preparing various bid specifications and reports while ensuring established regulations and policies are followed. Creates and edits Standard Operating Procedures (SOP's) for the EPW Department. Ensures projects are completed accurately and in a timely manner by tracking permits, work orders, and budget information. Establishing and maintaining liaison with internal and external entities to ensure projects are kept on track. Assists with reporting light outages and utilizing the Pre Dig 811 one call system. ESSENTIAL DUTIES - KNOWLEDGE - SKILLS - ABILITIES Serves as assistant to the Deputy Engineering & Public Works and Director of Engineering & Public Works primarily for the Facilities, Permits & Properties Division. This includes answering and screening phone calls, screening visitors, typing, proofreading, editing, and copying correspondence and documents, maintaining a variety of active project files, scheduling appointments, making travel arrangements, etc. Serves as receptionist to receive calls, electronic mail, and responds to public inquiries; directs the general public to the appropriate staff for services and technical assistance; and receive, direct, and relay telephone, electronic mail, and facsimile messages. Keeps electronic and/or hard copy record of building permits as they are reviewed by the Engineering and Public Works Department which includes forwarding permits to the Morgantown Utility Board for review, logging the permit in and out of the tracking system, typing requirement letters, copying permits and any attachments, and maintaining filing system for such permits. Does preliminary review of permit application to ensure conformance with current policies and procedures, requests additional information if needed before assigning permit to engineer for review. Keeps electronic or hard copy record of work order requests as they are received from the public, in-house requests, and requests from City Council Persons. This includes keeping a log and a numbering system for tracking of work orders through Request Tracker. Prepares purchase orders/receiving's for the Engineering and Public Department and other offices as needed. This includes obtaining quotes from vendors, creating cost comparison spreadsheets and submitting a recommendation to supervisors, entering in the PO request and receiving paperwork; maintaining an annual filing system, verifying amounts, and keeping track of amount of money spent for the Engineering and Public Works Department Budget Lines, and advising Deputy Director of Engineering and Public Works and Director of Engineering and Public Works when Budget Line is getting low on funds. Advises Department on West Virginia Purchasing Law and how to proceed through the proper procurement process. Prepares and submits P-Card Statements and supporting paperwork. Maintains file for each P-Card issued to the Engineering and Public Works Department. Prepares, copies, and distributes bid specifications for annual and one-time projects. Maintains the project files, prepares contract documents (NOA, Agreements, NTP, CO's, etc.) Tracks cost of projects from start to finish, reviews pay applications prior to issuing payment. Advises Deputy Director of Engineering and Public Works and Director of Engineering and Public Works on cost of project, informing when the project is getting too close to budget maximum. Advises on Contract Law and how to proceed with proper contract changes and cost increases. Creates, edits, and updates documents, forms and applications for internal and external use. Is knowledgeable of office activities in the City Manager's Office, Planning Office, Public Works, City Clerk's office, Code Enforcement Office and Legal Office. Is cross trained to cover the phones and assist in the daily operations of these offices and schedules meetings for those departments as needed. Works closely with other departments, assisting with daily activities, special projects, and research if needed. Identifies a need for and knows where or how to gather information. Obtains, evaluates, organizes, and maintains information. Assists in training new employees in office procedures and assists with Human Resources requests and processes confidential information. Maintains the schedules for the Department. Promotes an image of professional, courteous service as a representative of the City. Other duties as assigned. Computer skills including the ability to operate computerized word processing, spreadsheet, and presentation programs at a highly proficient level. Team building skills; outstanding listening, verbal, and written communication skills. Analytical problem-solving, decision-making, priority-setting, and multi-tasking skills. Time and stress management skills. WORKING CONDITIONS & PHYSICAL REQUIREMENTS Physical Demands: This position may require long periods of time sitting and using office equipment and computers. May also have to perform light lifting of supplies and materials from time to time. Working Conditions: Employee spends most of the working day in a normal office setting. Daily conditions include stress related to multi-departmental responsibilities and dealings with the public and numerous organizations. USE OF TECHNOLOGY & EQUIPMENT Office equipment used on a regular basis included computer, copier, fax machine, telephone, calculator, document shredder, etc. CONTACT & SUPERVISION Employee encounters occasional contact with other departments and public. Promotes an image of professional, courteous service as a representative of the City of Morgantown. This position is not responsible for the supervision of employees. The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status. Requirements MINIMUM REQUIREMENTS Education: High school diploma or equivalent. Certification/License: Notary Public Experience: Requires at least five (5) years of experience (or equivalent training) in secretarial skills providing the ability to type and operate ordinary office machinery. Excellent typing proficiency Advanced skill level, with proven experience and proficiency, in using Microsoft Word, Excel, PowerPoint, Adobe Pro, various internet and email applications. Superior client-service and interpersonal skills. Ability to maintain highest degree of diplomacy and confidentiality. Ability to exercise initiative, judgment, and knowledge in the performance of complex, sensitive, and sometimes difficult duties. Logical decision-making, priority-setting, organization, and detail-oriented skills. Requires experience working in various software programs including, but not limited to Microsoft Word, Microsoft Excel, Microsoft Access, and WordPerfect. PREFERRED REQUIREMENTS Experience: Specialized training in secretarial science, business administration assistance, and/or legal office assistance. Some education in Business Studies in Operations and Project Management Increasing skill and responsibility in secretarial and/or administrative support within an Engineering office (i.e., planning, architectural, engineering) and/or legal office. Transcription skills.
Posted 1 week ago