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Executive Assistant

Department: Engineering
Position: Executive Assistant
Job Category: PAT (Professional, Administrative, Technological)
Status: Permanent, Full-Time
Scheduling: 40 Hours Weekly
FLSA Status: Non-exempt
Date of Announcement: TBD
Application Deadline: Until position is filled

Job Summary

Under the supervision of the Civil City Engineer, this position performs duties of day- to-day operations of the Engineering department and support of the Director of Public Works.

The following duties are normal for this position. They are not to be construed as exclusive or all-inclusive.

Essential Duties and Responsibilities

The following duties are normal for this position but not all-inclusive.

  • Verify payroll information bi-weekly for the Engineering, and Stormwater employees. 
  • Prepare and submit all paperwork for the weekly Board of Works agendas. 
  • Assist in the application and agreement process of the City’s 50/50 Sidewalk Program. 
  • Track contracts and budgets for City infrastructure and Utilities projects. 
  • Submit and tracks reimbursement documentation to INDOT for grant projects. 
  • Utilize customized accounting system to maintain and perform monthly budget line reconciliation and prepare year end encumbrances. 
  • Assist with construction bidding process using on-line bidding tool, post results, and addendums. Prepare bid tabulations and memos throughout the process and post newspaper notices. 
  • Maintain petty cash and credit cards for Engineering and Stormwater. Receives and processes all incoming money for copies, City maps, project specifications, and IDEM permits. 
  • Deed research and recording of various documents with Elkhart County Recorder. 
  • Perform site visits and document existing conditions with photographs. 
  • Report streetlight and traffic light problems to the appropriate entity. 
  • Assists in coordinating meetings and preparing memos and correspondence. 
  • Answers and assists with telephone and walk-in inquiries. Interacts with contractors and customers; provides information and assistance. 
  • Provides support to entire department as needed and interacts with other departments. 
  • Performs other related essential duties as required.

 Minimum Training and Experience Required

  • High School Diploma or GED equivalent and extensive work experience; or any equivalent combination of education, training and experience which provides the necessary knowledge, skills, and abilities. 
  • Strong Excel and Word skills, and the ability to efficiently utilize software programs are preferred. 

Special Requirements

  • Valid driver’s license. 
  • Hold a valid Notary that the City will fund and bond. 

Minimum Physical and Mental Abilities

  • Ability to operate a variety of automated office machines including computers, adding machine, copier, telephone system, etc. 
  • Ability to utilize departmental software including Excel, Microsoft Word, Access, and Teams. 
  • Ability to exert physical effort in sedentary to light work involving routine stooping, kneeling, crouching, and reaching; ability to climb and balance; ability to engage in prolonged visual concentration while working at the computer. 
  • Ability to work under stressful conditions and to balance priorities within and between offices; ability to maintain personal composure and tactfully handle difficult situations and interpret questions. . 

Supervisor Responsibilities 

  • Not applicable. 

Mathematical Ability 

  • Ability to add, subtract, multiply, divide, calculate decimals, and percentages. 

Language Ability and Interpersonal Communication 

  • Ability to comprehend and correctly use a variety of informational documents. 
  • Ability to comprehend a variety of reference books and manuals including computer/software handbooks and manuals, etc. 
  • Ability to prepare claims, memos, correspondence, and other job-related documents using prescribed format and conforming to all rules of punctuation, grammar, diction, and style. 
  • Ability to accurately record and deliver information, meet deadlines, and maintain confidentiality of restricted information. 
  • Ability to use independent judgment, common sense, and principles of rational systems in the performance of tasks. 
  • Ability to advise and interpret the application of policies, procedures, and standards to specific situations; ability to explain, demonstrate, and clarify to others within well-established policies, procedures, and standards. 
  • Ability to communicate effectively with customers, vendors, supervisors, co-workers, other City personnel, and the public verbally and in writing. . 

Environmental Adaptability

  • Ability to work effectively in an office environment. 

Rate of Pay

  • Hourly Minimum – Maximum Range: $22.29 – $33.42 based on experience. 
  • Grade 11 as designated by current salary ordinance. 

Work Hours

  • Monday – Friday, 700 a.m. – 4:00 p.m. with exceptions for special events. 

Applications available in Human Resources, 204 E. Jefferson St., Goshen, or apply online. 

Go to Online Application

**Please specify the position you are applying for on your application**

The City of Goshen provides equal employment opportunities to all employees and applicants for employment. EOE/Drug Free/Smoke Free