Administrative Professional - Engineering Division

Salary : $37,585.60 - $51,459.20 Annually
Location : Saginaw, MI
Job Type: Full Time
Job Number: 2024-0108
Department: Department of Public Services
Division: Engineering
Opening Date: 10/25/2024
Closing Date: 11/25/2024 11:59 PM Eastern
Description
*Open to SEIU Salaried Members and the Public*
SEIU Salaried Members must apply within the first 14 days of this posting to be considered as an in-house candidate. Any applications received after the first 14 days will be considered with applications from the public.
Applications will be screened. Those qualified will be invited to participate in an oral interview. Applicants must successfully pass each of the selection processes by a score of 70% or better to proceed in the process.
This posting is subject to close after 14 days
This position provides clerical and office support to the Engineering/Right of Way Division of the Public Services Department to include Engineering, Traffic Engineering, Right of Way, and Streets and Bridges sections.
This position is the sole office support position for the Engineering/ROW Division, reporting directly to the Engineering Office Supervisor. Assists with Streets Section as needed.
Major Duties

1. Drafts and transmits Council Communications related to proposed rules and traffic regulation changes, purchase requests, MOOT cost agreements, Engineering agreements, easements, and resolutions.
2. Inputs, receives and maintains records relating to the requisition and purchase of supplies and materials. Processes invoices, purchase payments, contract payments and change orders for the ROW Division. Maintains required documentation pertaining to contract payments and authorized contract amounts.
3. Prepares various MDOT reports and State Highway Maintenance Report for the ROW Division.
4. Inputs payroll and time sheet data, including creating project codes and work orders.
5. Assists City Engineer with preparation and entry of the ROW Division budget.
6. Prepares and maintains traffic accident damage billings, State and Federal highway reimbursement billings, and all other outside agency miscellaneous billings. Maintains all required documentation pertaining to accounts billable.
7. Types general and technical correspondence including contracts, inter-departmental correspondence, Federal highway grants, traffic studies, site obstruction letters, construction notification letters, bid proposal forms, and other correspondence to the public and outside agencies as necessary.
8. Sells and issues water and sewer connection and extension permits as well as right-of-way, sidewalk, curb cut, and barricade permits.
9. Assemble deposit slips & receipts from issuing permits for treasury department processing.
10. Performs receptionist duties: refers calls, sorts and distributes incoming mail, refers visitors to proper source, and answers routine public inquiries and complaints.
11. Maintains attendance records and personnel files.
12. Schedule and book necessary training, conferences and webinars for department staff. Including accommodations for off-site training.
13. Update and maintain training budget log.
14. Prints daily and monthly complaint reports.
15. Issues press releases for all work within the public right-of-way on major streets.
16. Submits MOOT permit applications for all work performed by Right-of-Way Division personnel and their contractors within the MOOT right-of-way.
17. Maintains inventory of office supplies, plotter supplies, computer printer supplies; places orders when necessary.
18. Maintain and update Traffic Engineering inventory.
19. Develops and maintains Engineering, Traffic and Streets filing systems, and prepares old files to be sent to storage. Develops and maintains infrastructure data bases. Prepares and maintains files of Neighborhood Watch sign requests, Block Party and Special Event barricade requests. Prepares cost estimates and corresponding transmittals
20. Transmits and receives mobile unit radio calls.
21. Provide clerical and office support to other Public Service Sections and Divisions on an as needed basis

The above statements are intended to describe the general nature and level of work performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
Job Requirements

1. High School diploma or GED equivalent with course work in filing, mathematics, computers, bookkeeping/accounting and use of calculators. Associate's degree or equivalent work experience preferred.
2. Three to five years of progressively responsible office experience
3. Ability to work as a single clerical office support staff for multiple individuals.
4. Must have general computer knowledge and experience in the use of standard office equipment.
5. Familiar with permitting procedures and navigating within database software (BS&A)
6. Must be proficient in Word, Excel, Access and PowerPoint.
7. Prior experience effectively dealing with the public and professional contacts
8. Must have excellent written and verbal communication.
9. Must be a self-starter, highly organized, responsible and a mature individual.

Supplemental Information

1. Must be able to routinely lift boxes, files and record books, occasionally lifting items weighing up to 30 pounds.
2. Must be able to work at a computer work station and operate miscellaneous office equipment for prolonged periods of time.

The City of Saginaw is committed to hiring individuals who are authorized to work in the United States. All applicants must provide proof of their eligibility to work in the U.S. as required by federal law. The City of Saginaw will not sponsor visas for employment.
The City of Saginaw is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The City of Saginaw offers a competitive benefits package to full time employees.

• Blue Cross Blue Shield HealthCare with low bi-weekly employee premium contributions.
• Dental Insurance and Vision Plan; premium paid by the City
• MERS Hybrid Retirement Plan: 2 plans in one - Defined benefit plan with the investment choice of a defined contribution plan.
• Healthcare Savings Plan: Savings Plan to help you prepare for the costs of health care after you leave employment.
• Life Insurance
• 13 Paid Holidays
• PTO (Paid Time Off) days based on length of service; accrual can be up to 22 days during the first year of employment.
• Long/Short Term Disability Benefits
• Deferred Compensation Program: Voluntary 457 and Roth IRA
• Tuition Reimbursement Program and an Employee Assistance Program.

(Benefits are subject to change in accordance with collective bargaining agreements.)
01
Do you have 3 or more years of experience working as an Administrative Assistant?

• Yes
• No

02
What the highest level of education you have obtained to date?

• High School Diploma / GED
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher
• None of the above

Required Question