Roads Administrative Assistant

The Roads Administration Assistant is responsible for paying bills, processing payroll, issuing permits, managing multiple requests from citizens and employees, performing complex record keeping, and reporting various activities of the department including budgeting and reporting for the Iowa Department of Transportation, Iowa Department of Revenue, Dubuque County, FEMA, etc.

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

Customer Service:

Answers questions in person, by phone, via email and directs next action needed, creates, reviews, approves, and disperses permits, creates and disperses work order requests, and maintains lists for completion.

Accounts Payable:

Reviews invoices for accuracy, validity, tax exemption, budget availability, and approval from authorized employees, prepares claims for review by the County Engineer then sends to County Auditor's Office, scans all claims.

Accounts Receivable:

Pulls information from timesheets and claims to send out invoices to appropriate party, sends invoices for permits issued, gathers quotes prior to ordering as needed, sends monthly statements to larger customers, sends payment reminders to overdue notices, records deposits in software, and takes deposit to the bank.

Payroll Processing:

Evaluates timesheets and e-time information to be submitted to HR, ensures that time submitted is accurate and consistent with federal and state employment laws, union contracts, and county policies. Maintains payroll information, ensuring that all hours are properly distributed to the correct function code and/or construction project per State of Iowa DOT requirements. Advises supervisors and all employees with questions and problems regarding payroll. Verifies wage rates, earning codes and overtime for accuracy.

Payroll Record Keeping:

Maintains leave accounts reconciliations, scans all timesheets, pulls information from timesheets for reports, creates reports of materials used from tickets submitted to reconcile to the accounts payable invoices, maintains personnel files, prepares wage increases, job postings, and job description reviews.

Office Management:

Orders supplies as needed; monitors available trainings, schedules and preps for meetings and trainings for department employees, sends/receives mail correspondence and distributes, reviews, gives recommendations, and implements policies, prepares and distributes monthly newsletter to department employees, maintains insurance and inventory listings, and creates forms for changes, creates forms and compiles information from annual department inventory check. Monitors and utilizes applicant tracking programs to track on-line applications for department new hires; maintains and updates job descriptions as directed by the County Engineer. Performs employee background checks and verifies information for department new hires. Manages and administers random drug and alcohol program for department.

Project Management:

Prepares documents for letting, programs calculations within forms, maintains bidders list, sends out bids, prepares bid tab, prepares contract documents, prepares documents for approval by management, prepares tax exemption forms, reviews all forms and sends out to contractor, tracks project estimates, details of project, payments, and reports to numerous reporting sources, requests reimbursements as needed per funding agreements, keeps electronic/scanned files of all items and files original documents.

Financial Analyst:

Reviews receipts, payroll, activities, subscriptions, maintenance and construction project plans of department and creates and compares budgets and reports and documentation, submits approved reports to local and state offices, and creates monthly reports for review.

Records Management:

Scans all records as much as possible, saves in organized digital file system, records documents as needed, files originals in organized file system, and compiles records for various operations within the department.

Meeting Coordination:

Prepares documents for supervisor meetings, organizes materials, confirms accuracy, keeps working list of action items that need attention, creates digital documents for upload, saves completed items and distributes to necessary involved parties, and files for record retention.

Education and/or Experience Requirements:

• High School Diploma or GED.
• Minimum two (2) years' experience or equivalent in an office environment.

Licenses, Certifications, and Other Requirements:

• State of Iowa Driver's License.
• Iowa Notary Public (may obtain after hire).

Minimum Knowledge, Skills, and Abilities Qualifications

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

General knowledge of:

• Budgeting and capital improvement financing.
• Modern office practices and procedures.
• Computer programs such as Microsoft Word, Excel, Adobe Acrobat Pro, multi-function copy machine, and multi-line phone system
• Roads, construction, maps, and equipment.

Ability to:

• Establish and maintain an effective working relationship with fellow employees and the public.
• Read, analyze and correctly interpret detailed instructions from a variety of sources.
• Read, analyze, create, and correctly interpret maps, legal documents such as ordinances, resolutions, policies, and similar type documents.
• Effectively write detailed reports, document facts.
• Accurately perform mathematical calculations required accounting procedures and budgeting. Effectively operate personal computer and payroll related software programs.
• Read and correctly interpret financial statements, accounting documents, legal documents, maps, Federal and State regulatory programs and rules.

In evaluating candidates for this position, Dubuque County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Physical Requirements

• Frequent sitting, standing, walking, squatting, crouching, kneeling, and/or bending.
• Subject to repetitive motion activities for prolonged periods of time, such as keypad or data entry.
• Ability to lift 25-50 pounds.

Work Environment

• Work in office environment. Periodically required to be available during adverse weather conditions and nonstandard hours.
• Work with individuals who may be irritated/agitated and/or hostile/violent.