Administrative Specialist - Engineering and GIS Department
- General Definition of Work
This position will perform advanced skilled administrative support work for the Engineering and GIS Department director and staff. Work is performed under the limited supervision of the Director of Engineering and GIS.
Shift: Monday - Friday 8:00 am -5:00 pmThe Town of Blacksburg is an EEO Employer M/F/D/V
- Essential Functions
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Tracks and processes right-of-way permits (Excavation, Temporary Road Closure) work orders
- Assists with the preparation of various State/Federal agencies reports
- Creates and maintains various department applications, forms, and postings to Town website
- Provides document management duties for the Planning and Building and Engineering and GIS Departments
- Receives and logs excavation permits, temporary closure permits, small cell antenna site permits, and work orders
- Tracks and processes payments of permits and sends notifications of approval
- Assists the Director with preparation of the department’s operating budget and the department’s Capital Improvement Program project submittal
- Tracks site and subdivision plan review comments and enter comment due dates into review calendar
- Tracks and manages securities such as letters of credit, bonds, and cash bonds related to development projects
- Serves as documents management specialist by organizing and converting paper documents into digital format and transferring them into Laserfiche Content Management system. Provides scanning, indexing, and document accessing services for system users
- Assists in compiling information/data for Freedom of Information Act requests
- Records monthly land disturbance activities and MS-4 Program Minimum Control Measures information for submittal to the Department of Environmental Quality
- Records and E-records department’s site and subdivision plats and easements at the Clerk of the Circuit Court Land Records office
- Tracks monthly recordation activity and reports to Finance Dept.
- Oversees Town staff subscriptions to the Clerk of the Circuit Court Remote Access Land Records site
- Serves as back-up for front-counter services/administrative support to the Planning and Building and Engineering and GIS Departments as needed
- Knowledge, Skills, and Abilities
- Excellent customer service skills
- Good verbal and written communication skills
- Well-organized and detail-oriented
- Ability and willingness to work both independently and as part of a team
- Use discretion and diplomacy when dealing with the public and maintain confidentiality
- Proficiency in Windows, MS Outlook, Word, and Excel, ArcGis, and Adobe Systems
- Familiarity with land recordations and Simplifile E-recordation software is preferred
- Familiarity with Laserfiche Content Management system or other digital storage software is preferred
Education and Experience
- High School Diploma or GED certification required
- Associate degree in Administration or similar field is required or equal combination of education and experience
- A minimum of three (3) years of related work experience in Administrative work preferred
- General knowledge of administrative policies and practices necessary
- General knowledge of government policies and practices helpful
Special Requirements
- Notary within six months
- Valid driver’s license in the Commonwealth of Virginia with a satisfactory driving record
- Physical Requirements
Work Environment: This job primarily operates in a general office setting. This role routinely uses standard office equipment such as computer, phone, copier, printer, scanner, fax, and credit card machine.
Physical Demands: While performing the duties of this job, the employee will be required to sit for prolonged periods of time, at a desk, utilizing a computer and reviewing online and paper documents. The employee will also be required to lift and move up to 10 pounds.
- Work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires walking and occasionally requires standing and reaching with hands and arms
- Work has standard vision requirements
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word
- Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound
- Work requires preparing and analyzing written or computer data
- Work is generally in a moderately noisy location (e.g., business office, light traffic)
The Town of Blacksburg offers a wide range of benefits.
Read more about what we offer here.