Administrative Assistant
The City of Mason City is accepting applications for a full-time Administrative Assistant for our Engineering department. This position will perform a variety of confidential, complex, and routine administrative duties to support the City Engineer and other members of the department.
Duties & Responsibilities:
- Receives the public by phone, internet, social media, and in person; responds to inquiries from employees, citizens, contractors, developers, and others, and refers, when necessary, to appropriate persons.
- Assists the procurement of department materials. Completes purchase requisitions. Maintains office supplies inventory. Prepares and monitors work orders.
- Prepares and distributes billings for chargeable work performed by all areas of the department, verifies accounts receivable monthly, and monitors payments and receipts through the Finance Department.
- Prepares documentation for contract awards including proposal forms, compile specification books, legal notices, contracts, and pre-construction meetings.
- Prepares a wide variety of documents such as reports, press and news releases, notices, minutes, and resolutions (i.e. sidewalk notices, road closure notices, and budgetary reports).
- Issues permits, claim forms as needed, and prepares draft requests for quotes for goods and services.
- Maintains departmental personnel records, and processes necessary changes, assists with payroll, and processes incoming mail.
- Maintains utility locate work orders and prepares accurate reporting to the Iowa One Call system.
- Maintains calendars and organizes/schedules meetings, conferences, and special events. May coordinate travel arrangements.
- Assists with electronic presentations and related charts, data collection and analysis, gathers information from sources such as other communities and developers, performs annual verifications with developers, conducts property research, and develops methods/procedures for handling new processes and programs.
- Maintains department webpage and social media sites, ensuring accuracy of content and contact information for the department. Maintains departmental media history.
- Creates, updates, organizes and maintains variety of filing systems for the department.
Minimum Education and Experience Requirements:
- Graduation from high school or GED from an accredited institution of higher learning.
- Associates Degree or 60 hours of college level coursework from a recognized accredited institution with specialized course work in general office practices.
- Three (3) years of experience working in an office environment.
- Equivalent education and experience.
- Proficiency in Microsoft Word, Power Point, and Excel. Familiarity with databases.
APPLY ONLINE AT WWW.MASONCITY.NET OR CALL 641-421-3378 FOR ASSISTANCE.
Applications will be accepted until 4:30pm, April 12, 2023
Equal Opportunity Employer