Engineering - Admin 3 Engineering

Welcome to the City’s Career Page and thank you for your interest in employment with the City of Lebanon. Working for the City of Lebanon provides opportunities for talented people who want to improve their community and make an important difference in the lives of their fellow citizens. Lebanon offers competitive rates of pay for all positions. Regular, full-time employees qualify for an outstanding and comprehensive benefits package that includes health insurance, health savings accounts, dental, vision, retirement, life insurance and disability insurance as well as paid holidays and accrued Paid Time Off.

Current, active City of Lebanon employees must apply through your Dayforce Account, Careers. Do not apply through the website.

Applicants must use their own personal email address when applying. If you are using someone else’s email address, your application will be rejected. Do not share your login credentials with anyone else. Be sure to write down your Username and Password as you will need that each time you log in and apply. If you do not have an email account, you can sign up for free e-mail at Gmail.com, Yahoo.com or Outlook.com. A completed application is required in order for your application to be considered and reviewed by the hiring manager.

Under supervision, performs advanced-level administrative and clerical activities to assist the Engineering team. May also support Public Services divisions management staff in facilitating the administrative procedures relating to the programs and services offered to the community. Performs a wide variety of assignments involving general clerical support and administrative functions of the department which do not require the attention of or cannot be handled by a department manager.
RESPONSIBILITIES
Types routine and complex correspondence, reports, budgets, contracts, grants, invoicing, and other documents as assigned
Initiating, writing, and filing work orders for Engineering.
Typing budgets and correspondence, including memos and letters from rough drafts.
Receives and responds to complaints, concerns, inquiries, etc. by disseminating information of both a routine and confidential nature requiring discretionary judgement through knowledge of departmental policies, procedures, activities, etc., or by referring issues and concerns to the appropriate party for resolution and following up to ensure satisfactory results.
Receives and distributes mail to various departments.
Maintains a log of any complaints received by the Department, including the date and time received and manner of correction.
Makes copies, as requested by Public Services Managers and Supervisors.
Providing authoritative information, requiring the use of judgment, knowledge, and interpretation of applicable rules, policies, and guidelines.
Providing lead direction to one or more clerical assistants, including scheduling, assigning, and reviewing the work. Coordinates the administrative and clerical functions of the department, including determining proper workflow, setting priorities, establishing filing and record-keeping systems, etc.
Researching, assembling, and summarizing information from a variety of sources for use by managers in reports, budget preparation, correspondence, meetings, presentations, and the completion of forms.
Organizing, processing, and maintaining paper files and online document management systems, including construction files
Working effectively with a variety of City of Lebanon staff, including field staff, technicians, engineers, inspectors, and office personnel.
Keying, checking, and proofreading a variety of materials, including reports, letters, memos, forms, and similar materials from rough drafts, plain or corrected copy, or verbal instructions.
Inputting and retrieving data from the computers, compiling and generating a variety of reports and documents in support of assigned functions.
Prepares complex forms, listings, informational and statistical documents, etc. by determining required data, gathering, receiving, and compiling data from several sources, comparing information to verify accuracy, and formatting data appropriately.
Assists in preparing and monitoring the department's budget by compiling budgetary information from divisions or work units, drafting the budget, entering information into a proper account, and generating reports for the supervisor's review.
Prepares purchase requisitioning received from department staff and submits them for purchase orders.
Tracks and monitors office supply inventory and uniform inventory and arranges for the replenishment of items as necessary.
Organizing own work, setting priorities, meeting critical deadlines, and coordinating multiple activities with other Public Works departments to ensure timely completion.
Checking written materials for completion, grammatical, clerical, and arithmetic accuracy, and compliance with established standards and procedures, and making corrections as required.
Performing a variety of general clerical duties, such as preparing purchase orders, expense reports, periodic reports of activities, and other documents and reports as necessary.
SPECIAL REQUIREMENTS
Work involves extensive phone contact with the public and the ability to deal efficiently and effectively with irate or difficult citizens.
Ability to learn and administer various Lebanon specialized software programs and applications, provide training to city employees, and provide support as needed.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of business English and arithmetic.
Ability to establish and maintain an effective working relationship with the public and other employees. Possession of discretion, diplomacy, and judgment in dealing with citizens and coworkers.
Experience with or ability to quickly learn specialized software programs and applications specific to the work unit, including web-based and web-related applications.
Experience with or the ability to quickly learn to read and interpret engineering drawings, maps, and related documents.
Experience with or the ability to quickly learn the fundamentals of finance and budget tracking, including calculations and reconciling financial documents.
Knowledge of and experience with various technical documents, including engineering and construction documents for advertisement and bidding.
Ability to work and interact effectively with members of outside agencies as well as the general public. Ability to quickly learn and apply complex policies, procedures, and regulations.
EDUCATION
H.S. Diploma or G.E.D. is required.
Completion of college coursework from an accredited college, technical school, or university with coursework in general business or office practices is a plus but not required.
EXPERIENCE
Minimum of 3 years' experience as an administrative assistant supporting multiple departments and managers in a similar-sized organization is preferred.
OR an equivalent combination of education, professional certifications, computer program use, or experience will be considered.
COMPUTER SKILLS
Strong MS Office skills are a requirement.
DRIVERS LICENSE
A valid Tennessee Driver's License and a clear driving record are 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. While performing the duties of this job, the employee is frequently required to talk or hear. The employee is also required to stand, walk, sit, use hands to finger, and handle or feel objects, tools, or controls. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, use of measuring devices, operation of motor vehicles, determining the accuracy and thoroughness of work, and observing general surroundings and activities. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds or more.
REASONABLE ACCOMMODATIONS
It shall be the responsibility of the City of Lebanon Public Services Commissioner to assess the type(s) of reasonable accommodations that may be necessary to allow the individual to perform the essential functions of this role and to provide such necessary reasonable accommodations to a qualified individual with a disability, provided that nothing herein shall be construed to require the provision of reasonable accommodations if doing so will impose an undue hardship on the employing agency or a direct threat to the safety of himself/herself or others.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job is performed generally in an office environment using general office equipment. Some travel between City offices is required to conduct meetings and do inspections. The noise level in the work environment is usually quiet. Attendance at council meetings, work sessions, and other meetings may be required, as directed by the Engineering Director.
ADDITIONAL INFORMATION
The city provides full-time employees with a comprehensive benefits package that includes a generous PTO, 14 paid holidays, health, dental, vision, life, disability, and a retirement package that includes a pension and 401k.