ADMINISTRATIVE COORDINATOR - ENGINEERING & INSPECTIONS

About the role

This position serves as the administrative assistant to the City Engineer and Chief Building Official. Responsibilities include general and specific clerical duties for a Municipal Civil Engineering Department, Code Enforcement, and Building Inspections.

Responsibilities

• File organization, maintenance, and retrieval for SPLOST and CDBG Street Paving Projects, GEFA Projects, DOT, Drainage, Sanitary Sewer, Stormwater, Flood Plain, Traffic Engineering, Street Closing and Street Name Changes, Personnel, Miscellaneous, and Special Projects.
• Answer simple questions regarding building inspections, code enforcement, and zoning.
• Process requisitions and purchase orders for the Civil Engineering Department, Building Inspections, and Code Enforcement.
• Assist with monitoring the budget for Civil Engineering, Building Inspections, and Code Enforcement departments.
• Complete forms for stormwater engineering fees, new service orders for water, sewer, and gas.
• Prepare contracts and specifications for Special Projects, SPLOST, and CDBG Street Paving Projects.
• Prepare correspondence for Civil Engineering, Code Enforcement, and Building Inspections.
• Schedule appointments for Civil Engineering, Code Enforcement, and Building Inspections.
• Prepare reports, advertisements, street paving estimates, and street paving assessment ordinances.
• Order supplies for Engineering, Building, and Code Enforcement.
• Assist the public with walk-ins and telephone inquiries for the entire Building Department.
• Keyboarding and typing tasks, including preparing charge tickets for billing wire, cable, and conduit encroachment annual permit customers.
• Maintain inventory of items (cell phones, beepers, computers, etc.) assigned to Engineering employees using Track-It.
• Maintain petty cash and collect money for copying plans, track collections via spreadsheet, and forward funds to Cashiers for depositing.
• Assist office staff and maintain the calendar for the Chief Building Official.
• File records for building inspections and update systems.
• Record complaints, orders, and liens with the Thomas County Court for the Building Inspection Department.
• Schedule Demolition Hearings for the Building Inspection Department.
• Process credit card/P-Card statements for Civil Engineering, Code Enforcement, and Building Inspection departments.
• Serve as the first customer contact for the department, interacting with the general public daily.
• Maintain maintenance schedules for all vehicles in Civil Engineering, Code Enforcement, and Building Inspections departments.
• Send certified mail to customers for records of the demolition process.
• Submit paperwork to the newspaper for filing and publishing orders, complaints, and ordinances related to property demolition.
• Collect signatures on paperwork required for demolition, contracts, and other Engineering, Code Enforcement, and Building Inspections tasks.
• Prepare bid documents and contracts for Code Enforcement and Building Inspections.
• Handle bid openings and notifications to contractors regarding bids for Code Enforcement and Building Inspections.

Requirements

• High school diploma or equivalent.
• Three years of experience in the secretarial field.
• Excellent written communication skills.
• Excellent office computer skills.
• Strong interpersonal skills, including communication, empathy, and active listening.
• Face-to-face interaction with citizens, vendors, and other city departments.
• Highly motivated and organized, with the ability to prioritize tasks and meet deadlines.
• Ability to work independently or in groups.
• Valid driver’s license.
• Strong attention to detail and high degree of accuracy in task completion.

Physical/Mental Demands

• Mobility to work in typical office settings using standard office equipment.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person or over the telephone.

Working Conditions

The working environment is primarily an office setting with responsibilities to greet and direct guests to appropriate locations for assistance.