Administrative Assistant - Assets & Infrastructure

Day to day reporting to a Division Administrator or Director within Assets and Infrastructure (A&I), this position is responsible for high-level operational support of the four divisions of A&I: Public Property, Roads and Bridges, Capital Projects, and Parks, Trails, and Historic Sites. Employee is expected to obtain practical experience across each division of the department. The incumbent will interface with all County departments and public constituents through telephone and email communication, some of which may be of an emergency nature. The position participates in and assists with general administration throughout the department and will be assigned a wide range of analytical and administrative duties based on departmental needs, including analysis of department projects and operations, administration of payment processing, and pertinent staffing, procurement, and purchasing procedural facilitation.

• Learn, engage in, execute, and help refine processing procedures for invoices, work orders, grant reports, and schedules.
• Field incoming calls to A&I department, efficiently processing requests, discern urgency, and properly route issue to appropriate contacts.
• Provide administrative support to departmental managers, including but not limited to phone calls, scheduling, paperwork.

• Assistance with department payroll processing.
• Tracking for contractor agreements, invoices, and billing.
• Administer processing of governmental funding requirements, including grant reporting and direct communication with government entities for reimbursement of contracted field work.
• Organize and manage regulatory processes related to federal, state, and municipal review and approval processes.
• Processing in and analysis of departmental operational systems, including but not limited to project management, parking management, work order and inventory, financial, and equipment fleet systems.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor's degree required.
• Excellent written and oral communication skills.
• Ability to interact constructively with wide variety of internal and external personnel.
• Analytical experience preferred; required willingness to engage in learning to closely examine processes, financial figures, and historical trends towards producing clear reports and recommendations required.
• Computer literacy, including MS Office Suite required; advanced systems, database, buildout experience preferred.
• Willingness to learn independently and ask questions; enthusiasm for engaging in new unfamiliar tasks.
• Flexibility with respect to changing assignments and ability to prioritize and remain organized essential.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee frequently is required to taste or smell. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.