Job Description
Position Summary
Independently performs a wide variety of responsible, complex, and confidential administrative and secretarial duties in support of the Public Works Department/Engineering Division under the supervision of the office managing Engineering Associate. Researches complex topics, policies, and procedures as needed to facilitate operational goals. Advises team members and others on developments which are important to or may impact the department. Collects data, exchanges information, answers phone, and greets and screens visitors. Relieves management of administrative routine by handling such items as independently responding to correspondence, preparing written reports on project status, or coordinating divisional activities with regulatory agencies.
Essential Functions (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.)
1. Acts as liaison with other departments, divisions, outside agencies, committees, or boards. Develops and maintains confidential and non-confidential files. Performs administrative duties as assigned by the office manager as needed.
2. Compiles, maintains, and publishes various statistical and budgetary reports. Researches topics or issues, collects, tabulates data, and composes narratives and spreadsheet presentations.
3. Performs professional secretarial, office managerial, and reporting functions for department personnel, City boards, or committees. Writes reports using own analysis of project data. Composes and types correspondence, including confidential legal documents. Types memoranda, reports, forms, and other materials from rough draft, final working draft, or notes. Assembles, takes, and prepares minutes, agendas, and other reports for outside agencies, committees, or boards. Makes travel arrangements,
sets meetings, and schedules conference rooms. Assists managers in receiving, tracking, and preparing requested payments from Contractors for submittal to Purchasing.
4. Handles various clerical functions such as photocopies and collates documents; receives, screens, sorts, and distributes mail; maintains department files; and retrieves documents. May process purchasing requests and order office supplies and equipment and may maintain department activities calendar, make travel reservations, and arrange conferences and meetings.
5. Receives Joint Utility Committee and development site construction drawings, verifies completeness of submittal, and tracks these through the City process. Coordinates process with owners, engineers and surveyors.
6. Receives electronic encroachment applications, verifies completeness of submittal, assigns applications to inspectors, collects payments, and tracks these through the approval and completion process.
7. Processes final and one-year warranty inspections. Processes and tracks guarantee and warranty bonds and releases upon approval. Scans construction drawings and other documents and files documents and manages projects.
8. Assists in planning and managing Public Works programs (e.g. Transportation Expo, City Clean Up) under the direction of the office manager.
9. Assists in maintaining database and/or web site of departmental facts and information. Responds to various surveys from associations and other agencies.
10. Meets and deals with the public, both in person and over the phone, to provide information, resolve complaints, fulfill requests, or refer calls to the appropriate department. Uses public relations skills in handling complaint calls and routing calls to proper department for assistance.
11. Schedules office equipment maintenance and arranges for repairs when necessary.
12. Participates in general planning for better quality and more efficiency in the office.
13. May supervise part-time clerical staff, may participate in hiring process, and may assist in coordinating work volume.
14. Performs projects as they become apparent or as the department head assigns.
15. Performs other coordinating, filing, scanning, etc. with other departments as.
16. Performs other related duties as required.
Typical Physical/Mental Demands/Working Conditions
Intermittent sitting, standing, and walking. Handling of light weights and pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with constant monitoring of computer video display screens. Intermittent exposure to stress as a result of human behavior, human error, work deadlines, and the demands of multiple complex projects. Attendance at some night meetings or irregular working hours may be required.
Minimum Qualifications
Qualifications
Education: High school diploma or equivalent. Courses in business, modern office procedures, computer applications, English language, and arithmetic preferred. An associate of arts degree or technical college courses and certificates are desirable.
Experience: Minimum of three (3) years full-time paid general clerical experience related to office support.
Knowledge, Skills, and Abilities
Knowledge of:
• Modern office terminology and procedures, telephone techniques, and time management skills.
• Clerical and general office practices.
• Human relations and organizational skills.
• Letter and report composition; grammar and punctuation; and computer software applications, including word processing, spreadsheets, and database programs.
• Considerable knowledge of the organization and structure of the department and municipal governments.
• Electronic application processing systems (e.g., City Inspect).
• Electronic payment processing systems (e.g., Incode).
Ability to:
• Demonstrate tact and discretion in preparing, disclosing, and handling information of a confidential, controversial, and sensitive nature.
• Establish work priorities and remain flexible.
• Efficiently respond in a calm and effective manner to a variety of demands and projects.
• Demonstrate effective verbal and written communication skills.
• Meet established deadlines.
• Coordinate information, arrangements, and correspondence with minimal review.
• Establish and maintain good working relationships with all levels of City staff and the public.
• Communicate clearly and distinctly with visitors and telephone callers.
• Provide courteous information and service to the public and other City staff.
• Work independently and make sound decisions.
• Learn, retain, and use technical terminology, equipment, and computer applications.
• Remain calm in difficult situations and maintain mental alertness and stamina to perform routine and specialized duties for long periods of time.
To Apply
Submit a completed City of St. George Employment Application online at careers.sgcity.org. Applications are reviewed on an ongoing basis. This Position closes 07/22/2025 05:00 PM. Refer questions to Human Resources at 435-627-4670. Pre-employment drug screening and criminal background screen are required. The City of St. George is an inclusive Equal Employment Opportunity employer that considers applicants without regard to gender, gender identity, sexual orientation, race, color, national origin, age, disability or genetic information. We make reasonable efforts to provide reasonable accommodation to disabled candidates.