Bosma Jobs

City of Fort Wayne

Administrative Assistant II

Job Code:

2024190

Posted On:

Monday, 10th June 2024

Category:

Regular Part Time

Department:

City Utilities Engineering

Shift:

Up to 29 hours per week

Location:

Fort Wayne, IN 200 E. Berry Street

Pay Rate:

$23.50 - $29.00 per hour

Job Description:

SUMMARY

Working under the direction of the Program Manager -Project Management Information System (PMIS), incumbent assists CU Engineering and capital program by providing support for the Project Management Information System (PMIS), project administration, software development, application management and project procurement. Additionally, the incumbent shall perform executive administrative 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 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. Specific aspects of work performed by incumbent will be confidential and shall be treated as such and/or as directed. 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 RESPONSIBILITIESinclude 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 Management/PMIS Support

• Assists with maintenance of a project management/performance management methodology to track the effectiveness of PMIS software and project management practices;
• Assists with tasks related to software development and application management;
• Assists in addressing PMIS issues and concerns from users - including support as PMIS expands to new departments and divisions in the City;
• Assists with training new PMIS Users (including but not limited to Contractors, Inspectors, Engineers, Interns, etc.);
• Assists with and maintaining Document Management in PMIS;
• Assists with tracking PMIS updates and testing of the System;
• Assists with the Enhancement List for PMIS improvements;
• Assists with running various PMIS reports.
• Assists in coordination of project submittals and project management information, including Construction and/or Engineering Submittal coordination.

Project and Program Documentation and 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;
• Collaborate with engineers and project managers to compile and format project documentation, reports, and presentations.
• Assists, coordinates, and/or performs process documentation and process improvements, including writing of SOPs.
• Assists in maintaining utility standards, specifications, and standard operating procedures;
• Maintains and organizes departmental records, including engineering plans, project documents, and correspondence.
• Handle sensitive information with discretion and maintains confidentiality as needed or directed.

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;
• Assists to complete, close out, and follows up on purchasing requisitions.
• Assis s with payroll duties and functions.
• Assists in processing Invoices Requisitions and Personnel documents.
• Assists with Accela Routings and Submittals (over the counter walk in requests), as needed;
• Researches information and assignments as necessary and prepares various spreadsheets to assist staff during projects and in formulating bid specifications, contracts, and other documents;
• Assist with Board of Work requirements and needs such as MinuteTraq.
• Assists in maintaining sewer, storm, and water utility capital program financial records as directed.
• Schedules meetings for capital projects.
• Assists and answers and directs phone calls;
• Assists to perform general counter and reception work.
• Assists to perform and coordinate the legal advertisement of bid process;
• Assists to maintain accurate copies of all computer documents in compliance with office standards;
• Assists with Admin functions within Autodesk BIM Docs platform and assists with PMIS-related functions;
• Assists with administrative duties and functions of the State Revolving Fund (SRF) process;
• Assists with coordination of public meetings;
• Assists staff with purchases, scheduling and other functions;
• Accurately enter data into databases, spreadsheets, and other software tools. Assist with data collection and analysis for departmental reports and projects.
• Assists with supporting Development Services and other staff with Accela duties.
• Provide support for special departmental initiatives and projects as assigned.
• Performs other duties as assigned.

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 incumbents 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 administration and/or office management and two (2) years administrative experience. Proven experience in administrative or clerical roles, preferably in an engineering or utilities-related environment. Experience with engineering and/or construction is preferred. Proficiency in the use of computers, word processing and spreadsheet office automation software packages; particularly Microsoft Office 365 products such as Outlook, Word, Excel, SharePoint, etc. Specialized knowledge of complex and varied Division of Utilities and Public Works and related industry standards.