Technical Assistant - Building Department

City of Elko; Elko (NV); On-site; USD 38,000 - 54,000; Full time

Job summary

The City of Elko seeks a capable administrative assistant to perform routine and complex clerical tasks, provide customer assistance, and maintain official records. Under direction, you will handle data processing, correspondence, and filing in a busy municipal office.

The position requires two years of clerical/technical admin experience, a high school diploma with secretarial training, and the ability to lift 10 pounds.

Qualifications

• Two years of clerical/administrative experience in a technical or engineering setting.
• High school diploma with secretarial training.
• Ability to lift 10 lbs and travel to different sites as needed.

Responsibilities

• Establish and maintain computer databases; develop and maintain office forms and procedures.
• Register staff for conferences and training; coordinate travel and hotel arrangements.
• Prepare departmental agenda items; produce special reports and disseminate information.
• Receive, stamp, and distribute mail; process outgoing mail.

Skills

Office equipment operation

Public interaction

Time management

Proofreading

Education

High school diploma with secretarial training

Tools

Microsoft Office

Data entry

Job description

Under direction, performs a variety of routine and complex clerical, secretarial, and administrative work; provides customer assistance; provides administrative support; and keeps official records.

SUPERVISION EXERCISED

Exercises no supervision.

Knowledge, Skills, and Abilities:(KSAs are the attributes required to perform a job; generally demonstrated through qualifying experience, education, or training).

• Perform a variety of administrative and support tasks within an assigned department which may include, but is not limited to, receiving the public, answering telephones, scheduling appointments, and data processing.
• Compose letters, memoranda, and reports; proofread reports, forms, and other typed, handwritten, graphic, or photographic information for accuracy, grammar, punctuation, math, and procedural accuracy; edit correspondence accordingly.
• Research technical project specifications and calculate estimated project costs; ensure that all project records and reports are completed and maintained in accordance with departmental standards and procedures.
• Establish and maintain filing systems, control records, and indexes; act as custodian of departmental documents and records.
• Assist in the procurement of departmental materials and supplies in accordance with State and Federal law; assist in the preparation of requests for qualifications, proposals, and bids.
• Assist in annual budget preparation; track invoices and monitor departmental expenditures.
• Prepare and monitor work orders, claim forms, purchase orders, billing statements, and refund statements; coordinate document processing.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES

• Establish and maintain various computer databases; develop and maintain various office forms and procedures.
• Register staff members for attendance at work-related conferences and training seminars; coordinate travel and hotel arrangements.
• Assist in the preparation of departmental agenda items; prepare special reports and distribute technical information.
• Receive, stamp, and distribute incoming mail; process outgoing mail.

OTHER JOB RELATED DUTIES

Perform related duties and responsibilities as assigned.

Knowledge of

• Pertinent Federal, State, and local laws, codes, and regulations.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Modern office procedures, methods, and computer equipment.
• Basic engineering and construction terminology, procedures, and methods.
• Basic accounting principles and practices.
• Principles of technical letter writing and report preparation.
• Basic mathematical principles.
• Principles and procedures of record keeping.
• Principles and practices used in dealing with the public.
• Safe driving principles and practices.

Skill to

• Operate modern office equipment including computer equipment.
• Operate a motor vehicle safely.

Ability to

• Interpret and apply pertinent Federal, State, and local laws, codes, and regulations.
• Maintain confidential and sensitive information.
• Meet and deal tactfully and effectively with the public.
• Prepare clear and concise written reports on activities and make recommendations regarding effective solutions to problems.
• Develop and prepare an assigned budget and control expenditures.
• Prepare and maintain accurate and complete records.
• Compose correspondence independently.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Experience and Training Guidelines:

Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

Two years of increasingly responsible clerical and/or technical administrative support experience involving engineering, construction, or related industry.

Training:

Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training.

License or Certificate:

Possession of, or ability to obtain, an appropriate valid driver’s license.

Special Requirements:

Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment; ability to travel to different sites and locations; ability to lift 10lbs.