ADMINISTRATIVE ASSISTANT II (TRAFFIC ENGINEERING) - 0918 Salary
$31,054.40 - $46,592.00 Annually
9/14/2018 11:59 PM Eastern
- Job Description
Brief Description of the Job:
Performs various clerical duties, including greeting visitors, answering and routing calls, and dispatching trouble calls to Traffic Engineering crews. Maintains the City`s Traffic Calming Program by receiving requests from residents, scheduling meetings, preparing and sending out notices, retaining electronic files and data, etc. Provides purchasing and budget support by ordering supplies, preparing invoices for payment, maintaining documents of all items purchased, monitoring and maintaining budget and balance accounts, and following year-end budget processes and procedures, and balancing and requesting petty cash reimbursements. Maintains the CityWorks work management program by entering work orders, processing service requests from Greenville Cares, maintaining accurate material list and pricing, ensuring work orders entered by crews are accurate, and running reports as needed. Provide administrative support by contacting Traffic Control Supervisor for situations that require immediate attention, providing assistance to citizens requiring equipment for special events, receiving employee timesheets, identifying discrepancies, and following up to ensure corrections are made before submitting timesheets to the Payroll division. Ensures employee Commercial Driver`s License (CDL) time is accurately documented and forwards to Human Resources and Payroll for processing. Performs other duties and responsibilities as assigned.
- Job Duties
Maintain Traffic Calming Program (30%): Maintain the City`s traffic calming program. Receive requests from residents requesting traffic calming, verify status of applicable neighborhood, and prepare and send information packet. Follow the traffic calming process as valid applications and petitions are returned. Make arrangements with Public Works for kick-off meetings, prepare and mail notices for the kick-off meeting. Attend after-hours meetings and prepare handouts for the residents of the area. Prepare and mail ballots for completed traffic calming plans. Verify returned ballots and tally votes. Coordinate with PIE office to have outcome posted on City`s website. Maintain paper and electronic files for each study area, including all correspondence and data. Use GIS traffic calming application to electronically maintain data for the department.
Provide Purchasing/Budget Support (25%): Order all supplies for division, as well as materials requested and needed by the crews to perform their job. Obtain quotes as required by OMB and follow appropriate purchasing procedures. Prepare FPOs, POs, and requisitions. Prepare and manage sole source letters, as applicable. Research prices to obtain best value for the department. Maintain files of all purchases, including packing slips, invoices, purchase orders, requisitions, and account numbers. Process invoices for payment. Track shipments and follow up on delayed products. Monitor and maintain budget and balance accounts, as required. Manage and follow end-of-year budget procedures.
Maintain CityWorks Work Management Program (25%): Using the CityWorks work management program, enter work orders, process service requests from Greenville Cares, maintain accurate material list and pricing, ensure work orders entered by crews are accurate. Run reports as needed.
Perform Administrative Support (20%): Provide general administrative support for the division. Answer phone calls and provide assistance. Route calls to appropriate personnel and/or take messages as needed. Contact Traffic Control Supervisor for situations that require immediate attention. Greet visitors and provide assistance. Intercept sales representatives and cold calls by requesting product information, cut sheets, and/or business cards. Provide assistance to citizens requiring equipment for special events. On a bi-weekly basis, receive employee-approved electronic timesheets and identify any discrepancies. Follow up with employee and/or supervisor to ensure that corrections are made prior to submission to Payroll division. Ensure CDL time is accurately documented and forwarded to HR and Payroll.
Perform other duties and responsibilities as assigned.
Overall Strength Demands: Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.
Physical Demands: Continuously requires sitting, handling, vision, hearing, twisting, and talking. Frequently requires standing, fine dexterity, walking, lifting, reaching, and pushing/pulling. Occasionally requires carrying and kneeling. Rarely requires climbing, balancing, bending, and crouching.
Machines, Tools, Equipment, and Work Aids: Telephone, calculator, copier, fax, scanner, and paper cutter.
Computer Equipment and Software: Microsoft Office Suite products, ArcMap, Naviline, Executime, and CityWorks.
Overall Working Conditions: Good: Relatively free from unpleasant environmental conditions or hazards.
Environmental Factors: None.
Health and Safety: None.
Primary Work Location: Office Environment.
Protective Equipment Required: None.
Frequently requires frequent change of tasks, performing multiple tasks simultaneously, and working closely with others as part of a team. Occasionally requires time pressures, emergency situations, tedious or exacting work, and noisy/distracting environment. Rarely requires irregular schedule/overtime.
Formal Education: Two year Associate`s degree or equivalent in Office Administration is required.
Experience: Over two years of experience in administrative/clerical area is required.
Driver`s License Required: Class D South Carolina license.
Certifications and Other Requirements: None.
How To Apply:
Please fill out our Online Application by clicking the Apply button below:
Our office hours are 8:00 am-5:00 pm Monday - Friday.
The City of Greenville will provide reasonable accommodations for otherwise qualified individuals. The City of Greenville does not discriminate on the basis of race, color, national origin, sex, religion, disability status or age in employment or provision of services.