Administrative Assistant - City of Bloomington, IN : Job Details

Incumbent serves as Administrative Assistant for the Engineering Department and is responsible for supervising Departmental clerical functions, financial reporting, providing staff support, and assisting the public.

This position is 32 hours per week and may have the possibility of additional hours for 2024. We anticipate this position to be full time in 2025

This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without reasonable accommodation:

Essential (primary)

Performs various financial duties: vetting vendors for services, encumbering funds for on-going projects, creating purchase orders, making payments through purchase orders for capital projects and other department expenses, closing out department purchase order accounts when projects are complete, processes biweekly claims, reconciles monthly credit card payments, collects fees and fines for permits, issues receipts, deposits cash receipts with the Controller's Office and posts to appropriate revenue accounts.

Tracks and assists with processing funding reimbursements through Indiana Department of Transportation (INDOT) as identified in the Metropolitan Planning Organization's (MPO) Unified Planning Work Program (UPWP), and other similar programs.

Answers telephone and greets office visitors, determines nature of call, responds to inquiries and/or routes caller to appropriate person or department. Processes departmental mail.

Composes and types correspondence, memoranda, legal advertisements, and reports for the department; copies, distributes, and files all completed documents.

Responsible for monitoring and keeping the department website up to date with current information regarding projects and other information. Assists the department's public outreach and engagement activities by coordinating public meetings, monitoring social media, gathering information for and reviewing press releases, etc.

Maintains inventory of department supplies. Submits purchase requisitions to ITS Information Technology Department for computer replacements and software, including processing all invoices for payment to vendors. Coordinates the Engineering Department fleet maintenance activities with Public Works.

Ensures that all training and travel arrangements are made for staff members attending conferences and workshops. Maintains staff memberships to professional organizations.

Serves as a Notary for the department.

Take all reasonable steps to maintain a safe work environment. Responsible for the department on the job injury procedures and processing vehicular crashes with Risk Management.

Assists with the right-of-way and public improvement permit processes, including collecting payment, reviewing application completeness, monitoring expiration dates of bonds and certificates of liability insurance.

Non-Essential (secondary)

Assists in the preparation of the department's budget as needed.

Assists in the preparation of the year-end financial report that is submitted to the Indiana State Board of Accounts.

Assists with the right-of-way and public improvement permit processes, including collecting payment, reviewing application completeness, monitoring expiration dates of bonds and certificates of liability insurance.

Responsible for the department on the job injury procedures and processing vehicular crashes with Risk Management.Minimum knowledge equivalent to a high school education plus one year of related work experience. Associate's or bachelor's degree in a related field (e.g., accounting, business administration, or communication) and three years of experience is preferred.

Must have two years of bookkeeping/accounting experience or educational equivalent.

Expertise in financial reporting and ability to prepare and maintain accurate records and files.

Knowledge of standard office procedures and routines and ability to apply knowledge to a variety of interrelated processes, tasks, and operations.

Knowledge and ability to utilize software for word processing, spreadsheets, and databases.

Knowledge of English grammar, spelling and punctuation, and ability to perform arithmetic calculations.

Ability to maintain files, records, and documents.

Receives Notary certification within 120 calendar days of start date and maintains it.

Difficulty of Work

Incumbent performs duties in a modern office environment with no unusual physical demands. Incumbent is expected to display initiative, organizational skills, and good judgment as they operate independently, with numerous deadlines, frequent interruptions, and evolving priorities.

Personal Work Relationships

Incumbent maintains frequent contact with Engineering Department staff and staff in other City departments, representatives of various public and private agencies, and members of the general public for a variety of purposes, including giving and receiving factual work-related information, and explanation and interpretation of department policy. Ability to communicate effectively, patiently, and courteously. Ability to handle multiple activities or interruptions while working effectively within a team or in a self-directed mode. Ability to resolve conflicts and to maintain harmonious working relationships throughout the department and with other departments and entities.