ADMINISTRATIVE COORDINATOR - ENGINEERING & INSPECTIONS

Thomasville; Thomasville, Northern (GA, KY); Hybrid; USD 32,000 - 52,000; Full time

Job summary

The City of Thomasville is seeking an Administrative Assistant to support the City Engineer and Chief Building Official. Responsibilities include a broad range of clerical duties within the Municipal Civil Engineering Department, Code Enforcement and Building Inspections.

Duties cover file management, purchase orders, budget monitoring, permit processing, scheduling, correspondence, and public inquiries. The role requires a high school diploma and at least three years of secretarial experience,

Qualifications

• Must have a high school diploma or equivalent.
• Three years experience in secretarial field
• Excellent written communication skills
• Excellent office computer skills
• Must possess strong interpersonal skills to include communication, empathy, and active listening.
• Highly motivated.
• Highly organized in prioritizing tasks and meeting deadlines.
• Must have the ability to work alone or in groups.
• Must have a valid driver's license.
• Must have a strong attention to detail. Accomplishes task with a high degree of accuracy.

Responsibilities

• Provide administrative support to the City Engineer and Chief Building Official.
• Perform filing, organization and retrieval for various municipal projects and records.
• Process requisitions/purchase orders for Civil Engineering, Building Inspections and Code Enforcement.
• Assist with budget monitoring for Civil Engineering, Building Inspections and Code Enforcement.
• Prepare correspondence, reports, and forms for Civil Engineering, Code Enforcement and Building Inspections.
• Schedule appointments and maintain calendars for the Chief Building Official.
• Prepare reports, notices, and ordinances related to street paving and demolition.

Skills

Secretarial experience

Written communication

Interpersonal skills

Office computer skills

Organizational skills

Attention to detail

Time management

Face-to-face interaction

Driver's license

Education

High school diploma

Job description

Description

Position serves as the administrative assistant to the City Engineer and Chief Building Official. Responsibilities include certain general and specific clerical duties associated with a Municipal Civil Engineering Department, Code Enforcement and Building Inspections.

• File organization, maintenance and retrieval, including SPLOST and CDBG Street Paving Projects, GEFA Projects, DOT, Drainage, Sanitary Sewer Stormwater, Flood Plain, Traffic Engineering, Street Closing and Street Name Changes, Personnel, Miscellaneous and Special Projects and answer simple questions regarding building inspections, code enforcement and zoning.


• Requisition/Purchase Order processing for Civil Engineering Department, Building Inspections and Code Enforcement.


• Assist with monitoring budget for the Civil Engineering, Building Inspections and Code Enforcement departments.


• Complete forms for stormwater engineering fees; new service orders for water, sewer and gas


• Contract/Specifications preparation for Special Projects, SPLOST and CDBG Street Paving Projects


• Prepare correspondence for Civil Engineering, Code Enforcement and Building Inspections.


• Schedule appointments for Civil Engineering, Code Enforcement and Building Inspections.


• Prepare reports, advertisements, street paving estimates, street paving assessment ordinances


• Order supplies for Engineering, Building and Code Enforcement.


• Assist public – walk-ins and telephone for entire Building.


• Keyboarding, typing


• Prepare Charge Tickets for Billing Wire, Cable and Conduit Encroachment Annual Permit Customers


• Track-It – Maintain inventory of items (cell phones, beepers, computers, etc.) assigned to Engineering employees


• Maintain petty cash and collect money for cost of copying plans for customers and maintain spreadsheet of money collected and forward money to Cashiers for depositing


• Assist office staff


• Responsible for scheduling appointments and maintaining the calendar for the Chief Building Official.


• Files records for building inspections and updates system


• Record Complaints, Orders and Leins with the Thomas County Court for building Inspection Department.


• Schedule Demolition Hearings for Building Inspection Dept.


• Process Credit Card/P-Card Statements for Civil Engineering, Code Enforcement and Building Inspection Department.


• First customer contact for the department. Deals with the general public on a daily basis.


• Maintain Maintenance Schedules for all Vehicles in the Civil Engineering, Code Enforcement and Building Inspections Departments.


• Send out Certified mail to Customers for record of demolition process.


• Send all paperwork to the Newspaper for filing and publishing Orders, Complaints and Ordinances for demolition of properties in the City.


• Collecting signatures on paperwork required for demolition, and or contracts for Engineering, Code Enforcement and Building Inspections.


• Prepare bid documents and contracts for Code Enforcement and Building Inspections.


• Handle bid openings and notifications to contractors in regards to the bids for code enforcement and Building Inspections.

Requirements

• Must have a high school diploma or equivalent.


• Three years experience in secretarial field


• Excellent written communication skills


• Excellent office computer skills


• Must possess strong interpersonal skills to include communication, empathy, and active listening. The position requires face to face interaction with citizens, vendors, and other city departments.


• Highly motivated.


• Highly organized in prioritizing tasks and meeting deadlines.


• Must have the ability to work alone or in groups.


• Must have a valid driver's license.


• Must have a strong attention to detail. Accomplishes task with a high degree of accuracy.

PHYSICAL/MENTAL DEMANDS

Mobility to work in typical office settings using standard office equipment.

Vision to read printed materials and a computer screen.

Hearing and speech to communicate in person or over the telephone.

WORKING CONDITIONS

The working environment will be in an office setting with a responsibility to greet and direct guests to the correct locations where they can obtain the best assistance.

LIMITATIONS AND DISCLAIMERS

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.