• Job Description

  Req#: 4557766
  Join our team as an Engineering Support Specialist. You'll interact with all departments, serve as a public facing representative, and provide administrative support to the City Engineer and departments located within the engineering suite.
  Compiles, organizes, and assembles materials for City Council agenda packets.
  • Coordinates with staff to ensure packet materials have been reviewed and submitted.
  • Prepares and drafts memos and resolutions.
  • Obtains signatures on all relevant materials (contracts, resolutions, agreements, etc.).
  • Scans documents, electronically files agenda items, submits agreements to City Clerk files.
  Assists in coordinating local assessment and special assessment processes to include such tasks as:
  • Composes public hearing notices, letters and maps for publication and distribution to relevant parties and publishes notices in the newspaper.
  • Compiles and assembles documentation and information to prepare assessment rolls and spreadsheets for preliminary and final assessments.
  • Handles assessment billing, invoicing, collection, and certification to taxes.
  Provides administrative support in the assembly and preparation of City bid projects/specifications.
  • Assembles bid proposal and documents for advertising, posting on the internet and newspapers.
  • Assembles quote packages for advertising and posting on the City’s website.
  • Assists in opening bids and publishing the results of the bid award.
  • Collects bond, insurance, and other documentation in compliance with bid requirements.
  • Assembles documents and agreements for completeness and accuracy for signing.
  Performs bookkeeping and recordkeeping responsibilities for the Engineering Department.
  • Collaborates with the Finance Department in the setting up of escrow accounts. Receives payments to escrow accounts, codes payments to accounts, and closes out escrow accounts.
  • Prepares account receivable invoices for department (e.g., antenna leasing, County highway invoices, lighting invoices, ROW permit payments, etc.).
  • Processes grant invoices, compiles information and requests reimbursement for various grant activities.
  Updates and maintains the Engineering website pages. Assists in the preparation of newsletters for various projects, publishes newsletter on website, prepares mailing lists and sends out project newsletters.
  
  Performs a variety of general support functions within the department to include:
  • Processes and collects fill/grade permits and sends out renewal notices.
  • Maintains antenna lease files, payments and reports annual lease rents to Dakota County.
  • Prepares and publishes annual Water Quality Report and documents to the DNR.
  • Creates processes and forms for handicap sign requests/street light requests/tree requests/stop sign.
  Performs various customer service activities and functions to include:
  • Answers questions on the phone or counter regarding department activities/projects or general information.
  • Addresses complaints within the scope of the position.
  • Schedules meeting rooms.
  • Handles general receptionist duties and tasks.
  Provides administrative support to the Community Development Department, Chief Building Official and Code Enforcement Officer. Performs such representative tasks as:
  • Customer service (in person, online and phone) to the Community Development Department which includes planning/zoning, building and code enforcement.
  • Responding to and/or follow-up to department inquiries.
  • Issues letters of notifications.
  • Schedules field inspections and maintains inspection schedules.
  • Provides information and responses to inquiries of the public in person, email, or written form.
  Assists contractors and property owners in obtaining permits and/or inspections.
  • Issues permits, calculates permit fees, collects permit fees, schedules inspections.
  • Follows up with required notifications to property owners regarding code enforcement, permits and inspections.
  Performs other duties of a comparable level/type, as required.
  Requires a minimum of a HS Diploma and 1-3 years of administrative support and/or customer service experience, or an equivalent combination of education and experience. High attention to detail and proficiency with Microsoft Suite software. Requires a valid driver’s license. Depending upon assignments may require Notary License.
  
  Essential Knowledge Required to Perform the Essential Functions of the Job :
  • Computer operations and data processing methods, information storage and retrieval techniques.
  • Knowledge of City/department functions, organization, and structure.
  • Knowledge of specific administrative policies, procedures, functions, and programs of the department.
  • Fundamentals of bookkeeping, recordkeeping and standard billing/invoicing practices and general office administrative procedures.
  • City/department administrative procedures pertaining to accounts payable and receivables, data retention and data privacy.
  • Knowledge of computer operation and the use of business productivity software or applications/software (i.e., word processing, spreadsheets, presentational software, email, internet browsers, web maintenance applications, etc.) or specialized applications/programs utilized by the department (e.g., Dakota County GIS or Property Management System, Laser Fiche, etc.).
  • Public, customer service, and office etiquette procedures and fundamentals.
  • Basic math skills.
  Essential Skills Necessary to Perform the Work:
  • Oral and written communications.
  • Implementing and applying customer/client relation skills and routines.
  • Performing duties that may require precision, detail, and accuracy.
  • Establishing and maintaining effective working relationships with employees, supervisors, department head, and the public.
  • Time management skills.
  • Following written and oral instruction and completing tasks in a timely manner.
  • Learning, applying, and utilizing specialty departmental software.
  • Learning department routines and established administrative processes/operations and applying discretion, and judgment in handling and addressing administrative projects, questions of public/staff, or in carrying out job assignments and projects.
  • Word processing, correspondence preparation, proofing, and skill in the use of proper grammar and business language/formats.
  • Operating and using computers, business software, spreadsheet programs or databases.
  • Maintaining and updating department files and records in accordance with sound data management practices and fundamentals.
  • Basic accounting and bookkeeping and recording fundamentals and practices in matters pertaining to assignments within the office.
  
  
  Work Environment: Work responsibilities are performed in a typical City office setting where there exists minimal environmental or physical hazards or risks associated with the job.
  
  Physical Job Requirements: Employee is required to frequently sit, talk, hear, reach with hands and arms, and use hands and fingers dexterously; intermittently stands, walks, stoops, kneels and/or crouches. Exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
  
  

• About the company

  South St. Paul is a city in Dakota County, Minnesota, United States, located immediately south and southeast of St.

Notice