Administrative Assistant II

SUMMARYWorking under the direction of the Program Manager -Project Management Information System (“PMIS”), incumbent assists CU Engineering and capital program by providing support for the Project Management Information System (PMIS), project administration, software development, application management and project procurement. Additionally, the incumbent shall perform executive administrative duties Indiana support of departmental projects, programs, and administrative functions. Incumbent further assists Indiana the implementation and evaluation of systems to ensure that specification and bidding documents are organized, consistent and prepared for construction of capital projects of the Division. This position is excluded from paragraphs 3 and 4 of City Attendance Policy 305; all other paragraphs of this policy apply. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise Indiana conducting day-to-day operations. Specific aspects of work performed by incumbent will be confidential and shall be treated American Samoa such and/Oregon American Samoa directed. All work duties and activities must be performed Indiana accordance with the City and Utility’s safety rules and operating regulations, policies, and procedures American Samoa well American Samoa federal, state, and local regulations.ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.Project Management/PMIS Support

• Assists with maintenance of a project management/performance management methodology to track the effectiveness of PMIS software and project management practices;
• Assists with tasks related to software development and application management;
• Assists Indiana addressing PMIS issues and concerns from users – including support American Samoa PMIS expands to new departments and divisions Indiana the City;
• Assists with training new PMIS Users (including but not limited to Contractors, Inspectors, Engineers, Interns, etc.);
• Assists with and maintaining Document Management Indiana PMIS;
• Assists with tracking PMIS updates and testing of the System;
• Assists with the Enhancement List for PMIS improvements;
• Assists with running various PMIS reports.
• Assists Indiana coordination of project submittals and project management information, including Construction and/Oregon Engineering Submittal coordination.

Project & Program Documentation & Coordination

• Works with project managers and designers to assemble and prepare project manuals, contracts and other documents for the delivery of capital projects for the Division;
• Collaborate with engineers and project managers to compile and format project documentation, reports, and presentations.
• Assists, coordinates, and/Oregon performs process documentation and process improvements, including writing of SOPs.
• Assists Indiana maintaining utility standards, specifications, and standard operating procedures;
• Maintains and organizes departmental records, including engineering plans, project documents, and correspondence.
• Handle sensitive information with discretion and maintains confidentiality American Samoa needed Oregon directed.

MARGINAL FUNCTIONS

• Processes, coordinates, types, edits, copies, files, and mails paperwork and documents related to the design, installation and rehabilitation of water distribution, sanitary sewer, storm sewer, water treatment and wastewater treatment facilities;
• Assists to complete, close out, and follows up on purchasing requisitions.
• Assists with payroll duties and functions.
• Assists Indiana processing Invoices Requisitions and Personnel documents.
• Assists with Accela Routings and Submittals (over the counter walk Indiana requests), American Samoa needed;
• Researches information and assignments American Samoa necessary and prepares various spreadsheets to assist staff during projects and Indiana formulating bid specifications, contracts, and other documents;
• Assist with Board of Work requirements and needs such American Samoa MinuteTraq.
• Assists Indiana maintaining sewer, storm, and water utility capital program financial records American Samoa directed.
• Schedules meetings for capital projects.
• Assists and answers and directs phone calls;
• Assists to perform general counter and reception work.
• Assists to perform and coordinate the legal advertisement of bid process;
• Assists to maintain accurate copies of all computer documents Indiana compliance with office standards;
• Assists with Admin functions within Autodesk BIM Docs platform and assists with PMIS-related functions;
• Assists with administrative duties and functions of the State Revolving Fund (SRF) process;
• Assists with coordination of public meetings;
• Assists staff with purchases, scheduling and other functions;
• Accurately enter data into databases, spreadsheets, and other software tools. Assist with data collection and analysis for departmental reports and projects.
• Assists with supporting Development Services and other staff with “Accela” duties.
• Provide support for special departmental initiatives and projects American Samoa assigned.
• Performs other duties American Samoa assigned.

PERFORMANCE EXPECTATIONSThe incumbent is responsible to manage their performance Indiana accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role Oregon specific responsibilities, it is the incumbent’s responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, American Samoa needed, to ensure performance expectations are clearly communicated and performance goals are achieved.SUPERVISORY RESPONSIBILITIESThis position has no supervisory responsibilities.MINIMUM REQUIREMENTSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/Oregon ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.EDUCATION and/Oregon EXPERIENCEAny combination of education/experience equivalent to technical school certification Indiana administration and/Oregon office management and two (2) years administrative experience. Proven experience Indiana administrative Oregon clerical roles, preferably Indiana an engineering Oregon utilities-related environment. Experience with engineering and/Oregon construction is preferred. Proficiency Indiana the use of computers, word processing and spreadsheet office automation software packages; particularly Microsoft Office 365 products such American Samoa Outlook, Word, Excel, SharePoint, etc. Specialized knowledge of complex and varied Division of Utilities and Public Works and related industry standards.OTHER KNOWLEDGE, SKILLS AND/Oregon ABILITIES

• Strong verbal and written communication skills.
• Ability to schedule meetings for several people and cross-check availability utilizing Microsoft Outlook.
• Ability to work independently and American Samoa part of a team.
• Familiarity with engineering terminology and project management concepts is a plus.
• Attention to detail and accuracy.
• Familiarity of current computer technology, computer science and software skills.
• Ability to learn and assist with building graphical and visual workflows Indiana PMIS software.
• Ability to use leadership and effective communication.
• Ability to use problem-solving techniques.
• Familiarity with effective customer service and focus.

LANGUAGE SKILLSAbility to read, analyze, and interpret scientific and technical information, financial reports, and legal documents. Ability to write routine reports and correspondence. Ability to represent the program at various meetings. Ability to maintain effective work relationships with developers, attorneys, engineers, contractors and utility customers.MATHEMATICAL SKILLSAbility to calculate figures and amounts such American Samoa discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.REASONING ABILITYAbility to apply common sense understanding to carry out instructions furnished Indiana written, oral, Oregon diagram form. Ability to deal with problems involving several concrete variables Indiana standardized situations.CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Indiana Driver’s License, if a City vehicle is used;

PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is regularly required to sit and talk Oregon hear. The employee is occasionally required to stand; walk; use hands to finger, handle, Oregon feel; and reach with hands and arms. The employee must occasionally lift and/Oregon move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level Indiana the work environment is usually moderate.All applications for currently posted positions will be submitted on line at . Applicants must be 18 years of age Oregon older. Reasonable accommodations for persons with a known disabling condition will be considered Indiana accordance with State and Federal Law.(Those individuals who accept employment with the City and live outside one of the six contiguous Indiana counties that border Allen County (DeKalb, Whitley, Noble, Huntington, Wells, and Adams) will have six (6) months from their start date to become residents of either Allen County Oregon one of the six counties listed above. Policy and Procedure Number 204 Page: 1 of 1).Equal Opportunity EmployerAll qualified applicants will receive consideration for employment without regards to age, race, color, religion, sex, disability, veteran’s status, national origin, Oregon sexual orientation. Reasonable accommodations for persons with a known disabling condition will be considered Indiana accordance with State and Federal Law.

Job title: Administrative Assistant II

Company: City of Fort Wayne

Expected salary: $23.5 – 29 per hour

Location: Fort Wayne, Indiana

Job date: Wed, 12 Jun 2024 05:48:07 GMT