Administrative Support Specialist

3 weeks ago

Saginaw, Michigan, United States City of Saginaw, MI Full time

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at the City of Saginaw, MI. This role will provide clerical and office support to the Engineering/Right of Way Division, including drafting and transmitting Council Communications, maintaining records, and preparing various reports.

Key Responsibilities:

  • Draft and transmit Council Communications related to proposed rules and traffic regulation changes, purchase requests, and Engineering agreements.
  • Input, receive, and maintain records relating to the requisition and purchase of supplies and materials.
  • Process invoices, purchase payments, contract payments, and change orders for the ROW Division.
  • Prepare various MDOT reports and State Highway Maintenance Report for the ROW Division.
  • Input payroll and time sheet data, including creating project codes and work orders.
  • Assist the City Engineer with preparation and entry of the ROW Division budget.
  • Prepare and maintain traffic accident damage billings, State and Federal highway reimbursement billings, and all other outside agency miscellaneous billings.
  • Type general and technical correspondence, including contracts, inter-departmental correspondence, and Federal highway grants.
  • Sell and issue water and sewer connection and extension permits, as well as right-of-way, sidewalk, curb cut, and barricade permits.
  • Perform receptionist duties, including referring calls, sorting and distributing incoming mail, and answering routine public inquiries and complaints.
  • Maintain attendance records and personnel files.
  • Schedule and book necessary training, conferences, and webinars for department staff.
  • Update and maintain training budget log.
  • Print daily and monthly complaint reports.
  • Issue press releases for all work within the public right-of-way on major streets.
  • Submit MOOT permit applications for all work performed by Right-of-Way Division personnel and their contractors within the MOOT right-of-way.
  • Maintain inventory of office supplies, plotter supplies, computer printer supplies, and place orders when necessary.
  • Maintain and update Traffic Engineering inventory.
  • Develop and maintain Engineering, Traffic, and Streets filing systems, and prepare old files to be sent to storage.
  • Prepare cost estimates and corresponding transmittals.
  • Transmit and receive mobile unit radio calls.
  • Provide clerical and office support to other Public Service Sections and Divisions on an as needed basis.

Requirements:

  • High School diploma or GED equivalent with coursework in filing, mathematics, computers, bookkeeping/accounting, and use of calculators.
  • Associate's degree or equivalent work experience preferred.
  • Three to five years of progressively responsible office experience.
  • Ability to work as a single clerical office support staff for multiple individuals.
  • General computer knowledge and experience in the use of standard office equipment.
  • Familiarity with permitting procedures and navigating within database software (BS&A).
  • Proficient in Word, Excel, Access, and PowerPoint.
  • Prior experience effectively dealing with the public and professional contacts.
  • Excellent written and verbal communication skills.
  • Self-starter, highly organized, responsible, and mature individual.

Benefits:

  • Competitive salary and benefits package.
  • Blue Cross Blue Shield Healthcare with low bi-weekly employee premium contributions.
  • Dental Insurance and Vision Plan; premium paid by the City.
  • MERS Hybrid Retirement Plan: 2 plans in one - Defined benefit plan with the investment choice of a defined contribution plan.
  • Healthcare Savings Plan: Savings Plan to help you prepare for the costs of healthcare after you leave employment.
  • Life Insurance.
  • 13 Paid Holidays.
  • PTO (Paid Time Off) days based on length of service; accrual can be up to 22 days during the first year of employment.
  • Long/Short Term Disability Benefits.
  • Deferred Compensation Program: Voluntary 457 and Roth IRA.
  • Tuition Reimbursement Program and an Employee Assistance Program.

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