Engineering Services Administrator

GRADE 2117
Pay Range $53,768 - $78,478

General Description

The purpose of this job is to provide administrative and clerical support for the assigned department, which may include personnel, payroll, and office management processes according to the County’s policies and procedures for a larger or more complex department and supervision of front office personnel. This position is under the general supervision of the Department Head, independently developing work methods and sequences.

Duties & Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions as necessary.

  • Supervises, coordinates, and assigns routine work and special assignments.
  • Ensures that supervised personnel receive appropriate training and instructions. (Currently supervising two administrative support professionals)
  • Prepares varied and complex department documents, records, reports, and forms requiring knowledge of programs, policies and procedures. Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines.
  • Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.
  • Prepares, reviews, and processes purchasing documents; enters purchase quote summaries into Munis for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment.
  • Assists with preparation of the department’s annual budget, inputs budget information; tracks office spending; enters budget adjustments; produces budget reports
  • Performs research on policy, rules and regulations, and historical data.
  • Maintains calendar for department management; schedules meetings and appointments; makes necessary travel arrangements as backup to other support staff; prepares and distributes agendas.
  • Enters information into department programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate.
  • Research information from databases and incorporates into reports, summaries, and other assignments.
  • Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures, and mailing lists
  • Performs payroll duties; monitors timesheets for accuracy; ensures entries are correct.
  • Answers telephones, helps with requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Prepares outgoing mail.
  • Maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.
  • Maintains confidential records including employee personnel files within the Department, prepares Personnel Action Forms, and User ACD Forms as needed. Prepares and reviews yearly evaluations of front office personnel.
  • Prepares and maintains documents for contracts, bids, RFQ’s and RFP’s.
  • Acts as a liaison for trash contracts and resolves issues and complaints as well as emergencies.
  • Coordinate and review posts for social media sites. Maintain website, review, and create documentation for posting to the public.
  • Assist Project Manager and other staff with maintaining documentation and permits for projects
  • Prepare and review documents for Levy Court meetings.
  • Assist in preparing documentation for Sewer, Trash and Streetlight District extensions
  • Coordinate notices and ads to be published in the newspaper.
  • Coordinate commercial sewer audits
  • Coordinate DAFB contract services including annual audits.
  • Process and review commercial and mobile home sewer permits and update tracking spreadsheets as needed
  • Performs related work as required

Minimum Education and Experience Requirements

High School graduation or GED equivalent supplemented by six (6) years of progressively responsible work experience providing administrative support, office administration, customer service, records management, and personal computer operations or equivalent combination of experience and qualifications.

Additional Requirements

Thorough knowledge of office terminology, procedures and equipment and of business arithmetic and English; excellent knowledge of Microsoft/ Teams; good knowledge of elementary bookkeeping; ability to take and transcribe dictation may be required; ability to follow complex oral and written directions; demonstrated ability to maintain complex clerical records and prepare reports from such records; ability to make decisions in accordance with ordinances, regulations and established policies where errors could easily result in additional costs to the County; ability to make relatively complex mathematical computations rapidly and accurately; ability to plan and supervise the work of others; good judgment; willingness and ability to adapt to new office procedures as required; working knowledge of computers and office applications; regular and timely attendance; performance of duties in a safe manner.Must pass testing for substance abuse and criminal background investigation. Must maintain a positive work environment by acting and communicating in a manner that promotes harmonious relations with customers, co-workers, and supervisors. Direct deposit of pay required.

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.

  • 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.This is primarily a sedentary office classification although standing in and walking between work areas may be required.
  • Occasionally lifting of objects up to 25 pounds.
  • Ability to read printed materials and a computer screen.
  • Ability to communicate in person, before groups, and over the telephone.
  • Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator.
  • Ability to bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information.

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 functions.

  • 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 functions.Essential Functions are regularly performed without exposure to adverse environmental conditions.

Special Certifications and License Requirements

Notices

Kent County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), Kent County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is an employment at-will position.

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