Administrative Assistant II - Engineering

Decatur; Decatur (AL); Hybrid; USD 35,000 - 52,000; Full time

Job summary

Decatur is seeking an Administrative Assistant II - Engineering to provide administrative support for department operations in a city office setting. This role handles phones, visitors, payroll data entry, requisitions, and budget-related tasks to keep engineering activities running smoothly.

The position requires a high school diploma or equivalent, 3+ years of related experience, and proficiency in Microsoft Office.

Qualifications

• High school diploma or equivalent required.
• 3+ years of related experience preferred.
• Proficient with Microsoft Office suite (Outlook, Word, Excel, PowerPoint).
• Knowledge of modern office practices and procedures.
• Knowledge of city policies and departmental procedures.
• Knowledge of computers and job-related software programs.

Responsibilities

• Answers telephone and greets visitors; provides information and assistance; directs calls; provides copies of requested documents.
• Forwards and/or responds to email and other correspondence.
• Enters department payroll information; prepares payroll reports; maintains leave balances.
• Prepares requisitions for purchase orders; orders supplies and makes purchases.
• Assists in managing the department budget and in preparing budget reports.
• Maintains vendor files and records.
• Prepares and maintains a variety of spreadsheets.
• Updates ADEM and Stormwater Management reports.
• Processes accounts receivable for State of Alabama road projects.
• Makes copies of engineering plans.
• Prepares monthly reports to reconcile general ledger accounts and to ensure budgetary compliance.

Skills

Customer service

Prioritization & organization

Oral & written communication

Adaptability

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

Administrative Assistant II - Engineering

Class Title Administrative Assistant II - Engineering

This position is responsible for providing administrative support for department operations.

Job Summary

This position is responsible for providing administrative support for department operations.

Major Duties

• Answers telephone and greets visitors; provides information and assistance; directs calls; provides copies of requested documents.
• Forwards and/or responds to email and other correspondence.
• Enters department payroll information; prepares payroll reports; maintains leave balances.
• Prepares requisitions for purchase orders; orders supplies and makes purchases.
• Assists in managing the department budget and in preparing budget reports.
• Maintains vendor files and records.
• Prepares and maintains a variety of spreadsheets.
• Updates ADEM and Stormwater Management reports.
• Processes accounts receivable for State of Alabama road projects.
• Makes copies of engineering plans.
• Prepares monthly reports to reconcile general ledger accounts and to ensure budgetary compliance.
• Performs related duties.

Minimum Qualifications

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with three (3) or more years of experience in a similar position.
• Must be proficient with computers, including Microsoft office products such as Outlook, Word, Excel and PowerPoint, as well as other departmental systems and software programs.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

Supplemental Information

Guidelines

• Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

Complexity/Scope of Work

• The work consists of related administrative and customer service duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide administrative support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.

Contacts

• Contacts are typically with co-workers, other city employees, vendors, and the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

Physical Demands/Work Environment

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.

Supervisory and Management Responsibility

• None.