City of Fort Wayne

Administrative Assistant IV

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Working under the direction City Utilities (CU) Engineering and Administration Management, incumbent assists CU Engineering and capital program by providing support for easement acquisition, the Project Management Information System (PMIS)
Job Code: 2019171
Posted On: Thursday, 1st August 2019
Category: Regular Full Time
Department: City Utilities Engineering
Shift: 8:00 am to 5:00 pm, may vary depending on need.
Location: Fort Wayne, IN
200 E. Berry Street
Pay Rate: $18.80 - $21.10 per hour

Job Description:

SUMMARY

Working under the direction City Utilities (CU) Engineering and Administration Management, incumbent assists CU Engineering and capital program by providing support for easement acquisition, the Project Management Information System (PMIS), project administration and project procurement. Additionally, the incumbent shall perform executive secretarial duties in support of departmental projects, programs and administrative functions. Incumbent further assists in the implementation and evaluation of systems to ensure that specification and bidding documents are organized, consistent and prepared and that right of way or easements are acquired for construction of capital projects of the Division. This position is excluded from paragraphs 3 and 4 of City Attendance Policy 305; all other paragraphs of this policy apply. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City and Utility's safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.

Project Property/Easement Acquisition

  • Assists the Program Manager of Capital Project Services with preparation of property acquisition documents using standardized forms;
  • Assists with communication with property owners at the request of the Program Manager of Capital Project Services;
  • Assists in negotiation and acquisition of easements;
  • Assists in community and neighborhood meetings to discuss property acquisition issues;

Project Management/PMIS Support

  • Assists with maintenance of a project management/performance management methodology to track the effectiveness of PMIS software and project management practices;
  • Serves as the secondary contact to address PMIS issues and concerns from users – including support as PMIS expands to new departments and divisions in the City;
  • Assists in coordination of project submittals and project management information

 Project & Program Documentation & Coordination

  • Works with project managers and designers to assemble and prepare project manuals, contracts and other documents for the delivery of capital projects for the Division;
  • Assists in maintaining utility standards, specifications, and standard operating procedures;
  • Assists, coordinates, and/or performs process documentation and process improvements;

MARGINAL FUNCTIONS

  • Processes, coordinates, types, edits, copies, files, and mails paperwork and documents related to the design, installation and rehabilitation of water distribution, sanitary sewer, storm sewer, water treatment and wastewater treatment facilities;
  • Completes, closes out, and follows up on purchasing requisitions;
  • Prepares and balances payroll;
  • Researches information and assignments as necessary and prepares various spreadsheets to assist staff during projects and in formulating bid specifications, contracts, and other documents;
  • Assists in maintaining sewer, storm, and water utility capital program financial records as directed by the Manager of CU Engineering;
  • Schedules meetings for capital projects for CU Engineering department;
  • Answers and directs phone calls;
  • Performs general counter and reception work;
  • Performs and coordinates the legal advertisement of bid process;
  • Notarizes documents;
  • Maintains office supply inventory;
  • Maintains accurate copies of all computer documents in compliance with office standards.

PERFORMANCE EXPECTATIONS

The incumbent is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbent’s responsibility to refer to their job description and ask for clarification from their supervisor.  Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved. 

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

MINIMUM REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Any combination of education/experience equivalent to technical school certification in secretarial sciences and two (2) years secretarial experience. Proficiency in the use of word processing and spreadsheet office automation software packages particularly Microsoft Office products. Specialized knowledge of complex and varied Division of Utilities and Public Works and related industry standards.

LANGUAGE SKILLS

Ability to read, analyze, and interpret scientific and technical information, financial reports, and legal documents. Ability to write routine reports and correspondence. Ability to represent the program at various meetings. Ability to maintain effective work relationships with developers, attorneys, engineers, contractors and utility customers.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 

CERTIFICATES, LICENSES, REGISTRATIONS

  • Valid Indiana Driver's License, if a City vehicle is used;
  • Notary.

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 regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Apply Online

All applications for currently posted positions will be submitted on line at www.cityoffortwayne.org. Applicants must be 18 years of age or older. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.

(Those individuals who accept employment with the City and live outside one of the six contiguous Indiana counties that border Allen County (DeKalb, Whitley, Noble, Huntington, Wells, and Adams) will have six (6) months from their start date to become residents of either Allen County or one of the six counties listed above. Policy and Procedure Number 204 Page: 1 of 1).

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regards to age, race, color, religion, sex, disability, veteran's status, national origin, or sexual orientation. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.

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