Technical Assistant - Building Department

Under direction, performs a variety of routine and complex clerical, secretarial, and administrative work; provides customer assistance; provides administrative support; and keeps official records. SUPERVISION EXERCISED Exercises no supervision. (Performance of these functions is the reason the job exists. Assigned job tasks/duties are not limited to the essential functions). Perform a variety of administrative and support tasks within an assigned department which may include, but is not limited to, receiving the public, answering telephones, scheduling appointments, and data processing. Compose letters, memoranda, and reports; proofread reports, forms, and other typed, handwritten, graphic, or photographic information for accuracy, grammar, punctuation, math, and procedural accuracy; edit correspondence accordingly. Research technical project specifications and calculate estimated project costs; ensure that all project records and reports are completed and maintained in accordance with departmental standards and procedures. Establish and maintain filing systems, control records, and indexes; act as custodian of departmental documents and records. Assist in the procurement of departmental materials and supplies in accordance with State and Federal law; assist in the preparation of requests for qualifications, proposals, and bids. Assist in annual budget preparation; track invoices and monitor departmental expenditures. Prepare and monitor work orders, claim forms, purchase orders, billing statements, and refund statements; coordinate document processing. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Establish and maintain various computer databases; develop and maintain various office forms and procedures. Register staff members for attendance at work-related conferences and training seminars; coordinate travel and hotel arrangements. Assist in the preparation of departmental agenda items; prepare special reports and distribute technical information. Receive, stamp, and distribute incoming mail; process outgoing mail. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. Knowledge, Skills, and Abilities: (KSAs are the attributes required to perform a job; generally demonstrated through qualifying experience, education, or training). Knowledge of Pertinent Federal, State, and local laws, codes, and regulations. English usage, spelling, vocabulary, grammar, and punctuation. Modern office procedures, methods, and computer equipment. Basic engineering and construction terminology, procedures, and methods. Basic accounting principles and practices. Principles of technical letter writing and report preparation. Basic mathematical principles. Principles and procedures of record keeping. Principles and practices used in dealing with the public. Safe driving principles and practices. Skill to Operate modern office equipment including computer equipment. Operate a motor vehicle safely. Ability to Interpret and apply pertinent Federal, State, and local laws, codes, and regulations. Maintain confidential and sensitive information. Meet and deal tactfully and effectively with the public. Prepare clear and concise written reports on activities and make recommendations regarding effective solutions to problems. Develop and prepare an assigned budget and control expenditures. Prepare and maintain accurate and complete records. Compose correspondence independently. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Experience and Training Guidelines: Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be: Experience: Two years of increasingly responsible clerical and/or technical administrative support experience involving engineering, construction, or related industry. Training: Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training. License or Certificate: Possession of, or ability to obtain, an appropriate valid driver’s license. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations; ability to lift 10lbs.