PT Administrative Assistant Engineering

SALARY: up to $19-$21 per hour

POSITION SUMMARY:

The part-time Administrative Assistant will provide essential support to the City Engineering front office serve as the lead archivist and researcher for historical departmental documents and offer backup coverage for front office staff during vacations or other absences. They will also support the work of the Citys Board of Public Works and Public Safety.

As a leader and employee of the City of South Bend you are called upon to serve in a manner that supports Our Core Values: Excellence Accountability Innovation Inclusion and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride Champion Operational Excellence Make Sound Decisions Embrace Coaching and Accountability Communicate with Excellence Value Diverse People and Perspectives Embrace Personal Development Exhibit a Positive Attitude and Own Your Health Wellness & Safety

SUPERVISION EXERCISED: Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES: This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.

Maintain and organize departmental records ensuring accurate retention and retrieval of documents.

Manage the filing digitization and long-term archiving of electronic and paper records.

Assist with responding to customer inquiries via phone and in the front office.

Support preparation and distribution of mass mailings for departmental communications.

Assist with construction project bidding activities including document preparation and tracking.

Process applications and ensure completeness accuracy and timely routing.

Draft proofread and edit correspondence meeting minutes and other official documents as requested.

NON-ESSENTIAL/MARGINAL FUNCTIONS:

All other duties as assigned.

EDUCATION / QUALIFICATIONS:

High school diploma or equivalent education is required.

Minimum of three (3) years of clerical experience and/or secretarial experience; knowledge of administrative and clerical procedures.

KNOWLEDGE AND ABILITIES:

Strong customer service skills.

Familiarity with proper archiving and records retention practices for government documents.

Solid knowledge of administrative and clerical procedures including scheduling filing and documentation.

Proficient in Microsoft Office applications (Word Excel Outlook) email platforms and internet research.

Ability to manage and prioritize multiple tasks while operating a multi-line phone system.

Strong written and verbal communication skills including note-taking proper grammar and clear informative writing.

Highly organized detail-oriented and capable of working independently with minimal supervision.

Demonstrated ability to collaborate and contribute effectively in a team environment.

CERTIFICATES LICENSE REGISTRATION:

Valid Drivers License is required.

EQUIPMENT:

Desktop Computer Multi-line Telephone Copy Machine Scanner and Printer.

PHYSICAL DEMANDS:

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 frequently required to sit for long periods of time. The employee is occasionally required to walk; use hands or fingers to handle objects or controls and reach with hands and arms. The employee is occasionally required to climb balance stoop kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include close vision distance vision color vision peripheral vision depth perception and the ability to adjust focus. Ability to hear and comprehend normal speaking voice in person or over the phone is required.

WORK ENVIRONMENT:

Work is performed in a normal office environment with moderate inside temperatures primarily sitting in a confined position. The noise level in the work environment is usually quiet to moderate. The entire building is smoke-free.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required of personnel so classified. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.

REQUIRED:

Pre-Employment Drug Screen Drivers License Background check

Equal Employment Opportunity Employer

Required Experience:

Junior IC