City of Des Moines Engineering (Contracts) Administrative Assistant in Des Moines, Iowa

Job Title:

Engineering (Contracts) Administrative Assistant

Closing Date/Time:

Tue. 11/07/17 5:00 PM Central Time

Salary:

$22.07 - $26.29 Hourly

Job Type:

Regular Full-Time

Location:

Des Moines, Iowa

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Distinguishing Features of the Class

Benefits

Supplemental Questions

Provides advanced administrative assistance in the preparation and administration of Engineering Department construction contracts, real estate transactions, and related activities. Performs a variety of high-level clerical support to the Engineering Department, in addition to customer service to the contractors and the public and information dissemination services related to public improvement construction contracts. Performs directly related work as required.

NOTE: Starting pay rate is $22.07/hour.

Acceptable Experience and Training:

  • Graduation from High School or possession of a GED; and

  • Some experience in legal or engineering operations including real estate, improvement construction or related documents such as contracts, bonds, or insurance; and

  • Considerable experience in general office operations including experience with public contact and customer service operations; or

  • Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

Required Special Qualifications:

  • Candidates for positions in this class must pass a post-employment offer physical examination and drug screen;

  • Possession of a valid Iowa driver's license or evidence of equivalent mobility.

  • A minimum typing speed of 50 wpm. (see "Performance Examination" below).

PERFORMANCE EXAMINATION: Iowa Workforce Development (IWD) will administer the performance examination consisting of a keyboarding exam.

Contact IWD Test Administration Department at (515) 725-3699 or (515) 725-3620 to schedule the keyboarding examination PRIOR to the closing date, November 7, 2017. The exam must be completed no later than Friday, November 17, 2017. IWD will submit exam results to the City of Des Moines Human Resources Department. Passing score is 50 net words per minute (NWPM).

When contacting IWD to schedule your keyboarding exam, if your call is not answered, leave a voicemail with your name and contact phone number and you will receive a return call. Tests must be scheduled in advance and will be scheduled Monday through Friday at 9:30 a.m., 12:30 p.m., or 2:30 p.m. CT. Please arrive at least 5 minutes prior to your scheduled exam with your photo identification in order to test.

IN LIEU OF THE PERFORMANCE EXAM: Applicants must currently hold a City of Des Moines position requiring a typing speed of 50 WPM or higher. OR have previously taken the IWD Keyboarding Exam resulting in a score of 50 NWPM or higher within 1 YEAR of the application deadline. The applicant is required to contact the City's Human Resources Department at (515) 283-4213 to attach a previously submitted score to their current application no later than 5 pm CT on Tuesday, November 7, 2017.

Examples of Essential Work (Illustrative Only):

  • Prepares contract documents, technical specifications, special provisions, bid tabulations, change orders, correspondence, reports, lists, roll calls, resolutions, real estate documents, and other documents as instructed and requested by department personnel;

  • Operates a variety of computer applications, including Microsoft Office Suite, applicable databases and ERP Systems, and Adobe;

  • Performs database functions necessary to enter data, maintain, and update the department's custom database software including the Engineering Department Project Management System, which is used to prepare contract documents, resolutions, and other necessary documents for the administration of public and private improvement contracts, and/or Real Estate Databases used for tracking the acquisition and disposition of property interests by the City;

  • Interprets and applies departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;

  • Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contract documents, real estate documents, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports;

  • Copies, packages and distributes a variety of departmental workflow materials including Inspection Reports, Design & Construction Schedules, Utility Reports, Project Working Day Reports. Package and mail construction plans, notice to residents, letters to utility companies.

  • Answers customer questions requiring detailed programmatic knowledge of Department operations, answers department telephone, receives and greets visitors, listens to and directs comments, complaints, and inquiries from contractors and the general public on approximately 100 active department construction contracts, and provides accurate, timely information to resolve and refer such complaints; also investigates public construction complaints, which are not related to department projects, and determines the correct department, utility, or governmental agency to forward the complainant;

  • Gathers, interprets, and updates data in the preparation of periodic departmental reports regarding construction activities including Utility Reports, Letting Notices, Website Project Status Information, etc.

  • Compiles and archives key information and reports, gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data using traditional filing systems or databases, sets-up and maintains complex filing systems including an electronic network project filing system and library;

  • Assists Real Estate Staff with data entry and preparation of various real estate documents, notices to property owners; Ordering Certificates of Title, survey plats and other documents as required; Processing of rent payments and invoices, closing documents, and insurance certificates; Maintains and organizes files on properties and tracks progress of transactions through the use of a custom database program;

  • Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;

  • Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;

  • Performs other directly related duties consistent with the role and function of the classification.

APPLICATION DEADLINE: This posting will close at 5 pm CT on Tuesday, November 7, 2017. All online applications and required documents must be submitted by this time.