Administrative Assistant/Transportation

Overview

Position is responsible for a wide range of functions including but not limited to: high level of confidential administrative support to the County Engineer and Transportation Department division leaders, contract preparation and administration, capital project filing and administration, office-wide file management, grant application assistance, tracking system development and maintenance, transportation department protocol and systems development, agency submittal and reporting tracking and completion, reviewing documents for quality assurance, records research, general office tasks, document preparation, website management, and other duties as assigned.

Essential Job Function

· Provide a high level of confidential support to the County Engineer and Transportation Department division leaders by drafting minutes for management meeting, assisting with drafting entry level disciplinary actions, familiar with collective bargaining language, and budget processes.

· Assists with the review, processing, and administration of consultant, agency, and construction contract materials and procedures on multiple projects to ensure compliance with contract plans, specifications, statutes, and code requirements.

· Assists with the processing and administration of submittals for material approvals, sublet requests, affirmative action programs, training programs, wage compliance, etc.

· Assists with the review of construction records and reports, contract files, and reporting documents for accuracy and timeliness.

· Ensures confidential, technical and administrative support to the County Engineer and Transportation Department division leaders that includes: word processing; filing; scheduling meetings; training; seminars; reservations; and processing and distributing mail, emails, packages, and other communications.

· Assists with preparation, research, and grant writing and tracking.

· Gathers, analyzes, interprets, and develops data into usable formats using a variety of complex spreadsheet, graphics, data base, and word processing applications.

· Performs research and develops reports and presentation materials for the County Engineer and others as assigned.

· Supports the Stormwater Utility Program with review and routing of customer requests for information and assistance, processing of reminder letters, preparation of the utility service charge roll, preparation of the delinquency roll, intake and processing of delinquency remittances to the Treasurer, and preparation of the utility’s financial reporting.

· Writes and produces clear, comprehensive, and concise reports, minutes, and agendas.

· Possesses excellent public relations and organizational skills and presents a professional image.

· Possesses the ability to acquire knowledge of road construction and maintenance operations and apply it to department operations and work products and to the administration of consulting, agency, and construction contracting.

· Reviews all types of work products for consistency, adherence to procedures and policies, and high quality.

· Establishes and maintains effective and professional communications and working relationships with co-workers, the public, and other agencies and departments.

· Performs general office tasks such as accepting and routing phone calls and emails, processes incoming and outgoing mail, scheduling meetings, responding to and routing communications from the public, setting up meetings in conference rooms, and maintaining overall office organization.

· Prepares letters, memoranda, reports, specifications, agendas, and other documents from rough drafts to final products.

· Maintains network and paper copies of project files and prepares files for archiving or destruction following internal procedures.

· Conducts research on various topics, as assigned.

· Establishes and maintains vehicle, computer, training, employee leave, agency reporting, grant, employee recognition, and other tracking systems.

· Work independently and support the management team for the Transportation Division.

· Performs other duties as directed or required.

· This list is illustrative and not a comprehensive listing of all functions and tasks performed in this position.

Knowledge, Skills, and Ability Requirements

· Advanced skills in writing and ability to review and correct other’s work for accuracy, grammar, legibility, and consistency with generally accepted rules of grammar and department policies.

· Ability to review contractor submittals for compliance with WSDOT and FHWA guidelines.

· Knowledge of county government operations, purchasing procedures and policies, and general office procedures.

· Advanced skills with computers and software with an emphasis of the MS Office Suite, county project tracking software, and general office equipment.

· Ability to establish and maintain effective working relationships with county employees, outside agencies, property owners, contractors, consultants, and the general public.

· Advanced skills in verbal and written communication.

· Ability to perform in a highly reliable, confidential, punctual, trustworthy, and dependable manner.

· Advanced ability to continually strive for improvement of the department’s systems of operation.

· Ability to professionally respond to stressful situations related to scheduling, personnel, or budgetary challenges within the department and demands, complaints, and requests from outside agencies, contractors, and the public.

· Skilled in effectively dealing with emotionally elevated people.

· Skilled in independently organizing, planning, and managing multiple projects simultaneously.

Supervisory Responsibility

· This position has no supervisory responsibilities.

Physical Requirements / Working Conditions

· Work is performed in an office and field setting with extended periods of sitting, standing, bending, kneeling, walking, and lifting (up to 40 pounds waist high).

· Driving, climbing stairs, and walking outdoors on uneven terrain in a variety of weather conditions may be required.

· Working evenings, occasional weekends, holidays and out-of-town travel may be required.

· A work schedule other than a traditional 8-5, Monday through Friday may be required and is at the sole discretion of the County.

Licenses, Certificates, and Other Recruiting Requirements

(The County may, at its discretion, consider combinations of education, experience, certifications, and training in lieu of specifically required qualifications contained herein.)

· AA degree in the field of business or office management or a minimum of five years’ office manager or high level assistant experience.

· A Notary Public certification preferred.

· A valid Washington State Driver’s License is required.

· A background security check may be required if a job offer is made.

Closing Statement

This job description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change.

This description reflects management’s assignment to reflect general details necessary to describe principal functions of this job, the level of knowledge and skills typically required and the scope of responsibility, but should not be considered all-inclusive. Individuals may perform other duties as assigned, including work in other functional areas, to cover absences or relief, to equalize peak work periods or to balance workloads.

Management reserves the sole right to add, modify or exclude any duties at any time with or without notice. Nothing in this job description, nor by completion of any job requirements by the employee, is intended to create a contract of employment.

Douglas County is proud to be an equal opportunity employer. Our objective is to provide equal opportunity in all terms, conditions and privileges of employment for qualified applicants and employees and prohibits discrimination and harassment of any type without regard to race, color, religion, sex (including pregnancy, gender identity/expression, and sexual orientation), national origin, age(40 or older), disability or genetic information, or status as a protected veteran status or any other characteristic protected by Federal, State, or local laws.

Benefits:

· 100% Employee Medical Coverage – Four (4) medical plan options

· 100% Employee Dental Coverage with Delta Dental

· Washington State Department of Retirement System – PERS / PSERS Eligible position (Employer Employee contribution)

· 2.5% Deferred Compensation

· VEBA – Health Savings Plan starting $125 per month county contribution

· Life and Accidental Death Insurance – Mutual of Omaha

· Flexible Spending Plan: Pre-tax insurance premiums / Health Care Account / Dependent Care

· Available AFLAC Plans

· Employee Assistance Plan

· 10 Holidays, 1 Floating Holiday

· 8 hours Sick Leave accrual per month

· 8 Hours to start, then up to 15 hours of annual leave accrual per month.

· Longevity after 5 years $35.50/month, progresses up to 30 years $377.50/month

· VSP Vision plan available.

· Bilingual Pay

Job Type: Full-time

Pay: $5,846.00 - $6,524.00 per month

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• No weekends

Ability to Relocate:

• East Wenatchee, WA 98802: Relocate before starting work (Required)

Work Location: In person