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Administrative Assistant - Engineering

City of Moscow • Moscow, ID • 23h ago

This job was posted by https://idahoworks.gov : For more information, please see: https://idahoworks.gov/jobs/2551905

ADMINISTRATIVE ASSISTANT

Engineering

Revised: June 2026

POSITION DETAILS

Position Title: Administrative Assistant Engineering

FLSA Classification: Non-Exempt

Salary Grade: 8

Reports To: Engineering Manager/City Engineer

Cell Phone Stipend: ? Eligible ? Ineligible

Supervisory Functions

? Full-Time Employees ? Seasonal Employees

? Part-Time Employees ? Volunteers

? Temporary Employees ? No Supervisory Functions

BASIC FUNCTION

Under the direction of the Engineering Manager/City Engineer, provides administrative and

logistics support for the Engineering Division, Department head and department employees with

an emphasis on project coordination; professional service, and record management. This position

also provides support to the Engineering Division to support office operations, services, and

activities; plan and perform administrative office coordination to ensure smooth, timely, and

efficient office operations for the department; research, collect, analyze and compile data and

information for inclusion in reports; maintain financial records, files and budgets related to

departmental operations, programs, and expenditures.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant incumbents perform a broad range of complex duties to ensure the

smooth and efficient office, department and project administration.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform

these essential functions.

Develops, reviews, and routes correspondence, including reports, agreements,

amendments, specifications, submittals, Requests for Qualifications, consultant

payments, bid documents, and project closeout forms; prepares directive letters to

contractors regarding contract compliance.

Maintains departmental databases; prepares and administers the clerical requirements

of the public bid and solicitation processes including the preparation and processing of

project closeouts and warranty documentation.

ADMINISTRATIVE ASSISTANT

Engineering

Revised: June 2026

Maintain financial records and files pertaining to departmental expenses, training, and

certifications, budget balances, prepare reports, charts, and graphs as requested.

Organize and coordinate office functions, transmittals and communications; ensure the

efficient flow of office information, applications and documents, interact with City

Departments and outside organizations to coordinate assigned department operations.

Maintains project records; reviews invoices to ensure conformance with contract

provisions and budget; processes contract payments in accordance with the Citys

project management program; maintains and updates the Citys capital improvement

program management system.

Compose, prepare, @type, and distribute a variety of correspondence, letters, memos,

and reports including materials of a confidential nature; compose letters requesting or

providing information; track office projects and maintain related files and records;

develop and maintain extensive filing systems.

Act as a receptionist for vendors, contractors, agencies and citizens. Answer telephone

calls and direct the public to appropriate departments or individuals; receive complaints

and explain programs, codes, policies, and procedures within the scope of authority;

maintain department web pages and provide information of a general or limited

technical nature; schedule appointments and meetings.

Operate a variety of business and office equipment, including personal computers, fax

machines, copiers and calculators, and receive, sort, open, and distribute mail; drive a

vehicle as required.

Provide staff support and clerical and administrative assistance to boards and

committees; take and transcribe detailed minutes as directed; prepare reports, agendas,

correspondence and other materials as assigned.

REQUIRED EDUCATION AND EXPERIENCE

Graduation from high school or GED.

Any combination equivalent to graduation from high school supplemented by course

work in office management, administrative training, or related field and;

Five (5) years of increasingly responsible experience in a similar position.

Two (2) years of facilities, engineering, public works, or construction industry

administrative experience preferred. r

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