Administrative Coordinator

2 weeks ago

Brockton, Massachusetts, United States Sheboygan County, WI Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our Transportation Department team at Sheboygan County, WI. As an Administrative Assistant, you will provide critical support to the Office Coordinator and Transportation Director, ensuring the smooth operation of our office and providing exceptional customer service to our stakeholders.

Key Responsibilities
  • Provide administrative support to the Office Coordinator and Transportation Director, including coordinating DOT drug screens, respirator testing, and hearing tests for all staff.
  • Assist in answering telephones and furnishing information to inquiries regarding the work and procedures of the Transportation Department.
  • Maintain and report all Transportation Department property and vehicle accidents, and complete contractor charges worksheets for damage repair costs.
  • Work with the Shed Supervisors and Foremen to investigate liability insurance claims and present findings to the Transportation Director for final approval.
  • Prepare all correspondence for management staff, including confidential correspondence and documents, and send to appropriate parties.
  • Handle filing, scheduling, and other clerical tasks for the office.
  • Assist in maintaining records and typing for all Transportation Committee, Airport Advisory Board, Safety Committee, and Shed Supervisor meeting agendas, minutes, and correspondence, and distribute in a timely manner.
  • Complete applications for permits, Tier II reporting, reports DNR emissions for blacktop plant and crusher, and completes laboratory qualification applications.
  • Types legal descriptions and documents utilized by the engineering department, bid notices, specifications, construction estimates, and correspondence to property owners located in construction project sites.
  • Work to maintain and document inspection documents in regards to the bridge inspections programs.
  • Ensure the Transportation Department webpage is up-to-date and accurate, and act as liaison between the Information Technology Department and the department's outlying sheds.
  • Perform other duties as assigned.
Requirements
  • High school graduate or equivalent.
  • Minimum of one year experience as an Administrative Clerk and the ability to perform the duties of an Administrative Assistant, or demonstrate mid-level software application skills and equivalent industry work experience.
  • Knowledge and experience of relevant software applications, including but not limited to: Excel, Word, Outlook, and PowerPoint.
  • Computer literate with the ability to learn new software applications.
  • Knowledge of administrative/clerical procedures and business principles, including proficiency in spelling, punctuation, grammar, and other English language skills.
  • Proven experience of producing professional correspondence and documents.
  • Ability to type proficiently with reasonable accuracy.
  • Professional verbal and written communication skills.
  • Planning and organizing skills.
  • Time management and prioritization skills.
  • Proven experience in information and communication management.
  • Ability to follow oral and written instructions.
  • Attention to detail.
  • Ability to practice discretion with confidential information.
  • Interpersonal skills - ability and willingness to work with the public and staff and assist a wide variety of individuals.
  • Customer-service orientation.
  • Ability to demonstrate reliability, resourcefulness, initiative, and good judgment.
  • Ability to accept supervision.
Work Environment & Physical Requirements

Work is performed in a standard office setting, shed, and outdoor settings, including but not limited to construction sites. Ability to frequently lift up to 20 pounds, but must be capable of lifting 100 pounds. A combination of sitting and standing postures may be required, use of hands, ability to reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk and hear. Specific vision abilities required for this job include distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Ability to regularly work five eight hour days and/or four ten hour days and the ability to adapt to working non-standard work hours, including weekends, late evenings, early mornings, and holidays.

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