Part-Time Secretary III - Engineering

City of Logan•Logan, UT

8d•$17 - $20

About The Position

Under general supervision, performs a variety of secretarial and administrative/office support functions for Department Head and Division Manager of the Engineering Division and Public Works Department.

Requirements

Must be a high school graduate or equivalent
Must have a high level of proficiency with common computer programs and software systems including the Microsoft and Google suites (word processing, spreadsheets, and presentation), Email, VoIP phone systems, the various video conferencing systems, AI related assistance, and electronic calendaring systems
Knowledge of office management practices and procedures
Knowledge of departmental operations and functions
Knowledge of general bookkeeping/billing practices and procedures
Knowledge of computer software used to complete assigned projects. Microsoft and Google suites (word processing, spreadsheets, and presentation), Email, VoIP phone systems, the various video conferencing systems, AI related assistance, and electronic calendaring systems
Skill in establishing and maintaining effective working relationships with corporate/government organization staff, other City staff, and the public
Skill in following complex oral and written instructions, policies, and procedures
Skill in safely operating a variety of office equipment
Ability to maintain and handle confidential information
Ability to work under pressure and be multi-task oriented
Ability to communicate effectively and respectfully in situations where others may not understand and/or may strongly express their opinions, contrary understanding, or feelings is a must.
Ability to work with customers that do not understand the construction development process

Nice To Haves

Municipal experience and knowledge of typical municipal software systems and electronic file management systems is preferred
Understanding of the construction development process is preferred
Experience equivalent to two (2) years secretarial/clerical/administration support work or completion of an associate's degree or greater is preferred

Responsibilities

Assisting in the performance of front-counter related activities
Attending and taking notes at meetings, preparing minutes and tracking the completion of action items
Receives and manages confidential files in accordance with applicable regulations
Compiles statistics and information as directed
Acts as intermediary between the Public Works Department and the public, including screening telephone calls, letters, and/or visitors and scheduling meetings
Answers routine questions and furnishes information when possible including routing of calls, letters, and visitors to appropriate staff
Organizes and maintains supervisor's and/or departmental (physical and electronic) files, correspondence, and records
Prepares materials and assists in facilitating Division and Department meetings
Follows up on pending matters
Scheduling of department facilities
Maintains databases of information related to department programs, services, and activities
Provides significant support in processing invoices, purchase orders, right-of-way dedications and vacations, Boundary Line Adjustments, recording of documents, construction plan related approvals, all public works related permits and related tracking, development related agreements, blue staking ticket management, legal requests, GRAMA requests, inspection scheduling, managing financial assurances, receiving and processing payments to the City, coordinating pre-construction meetings, and requisitions
Backup to Secretary III in their absence and other duties as assigned.