SALARY: Up to $47,000 annually
SUMMARY: The Administrative Assistant I will assist and back-up staff for the Engineering front office personnel and the Clerk to the Board of Works and Board of Public Safety.
As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety
SUPERVISION EXERCISED: Not applicable.
ESSENTIAL DUTIES AND RESPONSIBILITIES: This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.
Receives visitors at the front desk and answers office related phone calls and general inquiries.
Assist in records maintenance for the Engineering Office, including the Board of Public Works and Public Safety
Assists with office duties such as mailings, photocopying, and filing.
Assists Engineers and Inspectors with their daily activities including the construction bidding process and program management.
NON-ESSENTIAL/MARGINAL FUNCTIONS: Assume additional responsibilities as requested.
EDUCATION / QUALIFICATIONS:
- High school diploma or equivalent education is required.
- Minimum of three (3) years of clerical experience and/or secretarial experience; knowledge of administrative and clerical procedures.
KNOWLEDGE AND ABILITIES:
- Strong customer service skills.
- Familiarity with proper archiving and records retention practices for government documents.
- Solid knowledge of administrative and clerical procedures, including scheduling, filing, and documentation.
- Ability to quickly learn and apply City ordinances, rules, and regulations—especially those related to the public right-of-way.
- General understanding of construction projects and ability to respond accurately to related public inquiries.
- Proficient in Microsoft Office applications (Word, Excel, Outlook), email platforms, and internet research.
- Ability to manage and prioritize multiple tasks while operating a multi-line phone system.
- Strong written and verbal communication skills, including note-taking, proper grammar, and clear, informative writing.
- Highly organized, detail-oriented, and capable of working independently with minimal supervision.
- Demonstrated ability to collaborate and contribute effectively in a team environment.
CERTIFICATES, LICENSE, REGISTRATION:
- Indiana Driver’s License is required.
EQUIPMENT:
Desktop Computer, Multi-line Telephone, Copy Machine, Scanner, Fax Machine, and Laser Jet Printer.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit for long periods of time. The employee is occasionally required to walk; use hands or fingers to handle objects or controls, and reach with hands and arms. The employee is occasionally required to climb, balance, stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to hear and comprehend normal speaking voice in person or over the phone is required.
WORK ENVIRONMENT:
Work is performed in a normal office environment, with moderate inside temperatures, primarily sitting in a confined position. The noise level in the work environment is usually quiet to moderate. The entire building is smoke-free.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.
REQUIRED:
Pre-Employment Drug Screen, Background check
