Engineering Department Administrator

NATURE OF WORK

This is highly responsible administrative work that supports the operation of the Engineering Department, under the supervision of the Town Engineer.

Work involves responsibility for performing diverse administrative, technical and support activities. Work often involves public contact and effective coordination with other Town departments and outside organizations. Work requires organization, the exercise of judgment, initiative, and discretion based on knowledge of administrative and operating policies and procedures. An incumbent performs duties with minimal supervision. Direction is usually required only for special assignments. Work is reviewed for achievement of desired results and adherence to policies and procedures.

ESSENTIAL JOB FUNCTIONS

(The following are illustrative of the duties and responsibilities associated with this position but are not intended to be all inclusive.)

Researches, plans and maps, deeds and other documents in the Engineering Department, Building Department, Planning Department, Town Clerks Office and other areas to find information on Town ROW and properties, sanitary sewers, storm water drainage systems, easements, other utilities, driveways, sidewalks and other property information as needed.

Provides sewer and water availability and location based on record drawings and sewer fees to residents and contractors.

Reviews Engineering permits for accuracy and completeness, and processes permit applications and issues permits for street cuts, sewer connections and others, under the guidance and direction of the Town Engineer and Engineering Staff. Collects and accounts for fees and charges and maintain associated records in an accurate fashion.

Answers questions by citizens, contractors, developers, engineering consulting firms and others related to Town, Engineering and Public Works programs, permits, procedures, policies and standards.

Maintains a variety of financial and budget related information for Engineering and Public Works projects and prepares purchase orders for needed supplies and services.

Uses technology such as GIS, permitting software, scanning, electronic document management and bidding and project management software to research and collect information daily on Engineering and Public Works projects, permits and questions. Must have the ability to keep current with technology as it is updated and advanced.

Checks on permits for utility work in Town and answers questions from residents and contractors about utility work. Keeps track of utility street cuts.

Checks CBYD requests and checks on permits needed for this work.

Maintains contacts with all utilities, State agencies, CBYD and other similar organizations with facilities and operations in South Windsor.

Uses specialized computer-based applications to automate office functions, using word processing, spreadsheets, database management, GIS, permitting, document archiving, financial and other programs; enters data into computer, and generates reports.

Types correspondence, purchase orders, work orders, reports, minutes, agendas, and bid specifications; with minimal direction, composes and types standard or routine letters, memos, and notices for signature of supervisor.

Assists in preparation of reports (statistical and financial), correspondence and other materials; develops and coordinates publication of brochures, flyers, press releases, advertisements, legal notices, agendas and related material; records and prepares minutes as needed.

Prepares formal legal notices and correspondence; records legal documents, as may be appropriate, and gathers official signatures necessary for certifications or other official records.

Promotes and maintains responsive community relations. This includes maintaining and updating the Engineering and Public Works content in the Town web page and on social media.

Understands and uses project organization, systems, forms and filing. May on occasion direct the work of other office support personnel, either on a project-by-project basis or permanently. Covers for refuse and recycling duties as needed.

Receives cash, and check payments; processes daily deposits and posts receipts in the general ledger.

Schedules inspections, appointments and meetings, resolving conflicts when they arise.

Receives and screens telephone calls and visitors; responds to inquiries and complaints; handles routine matters and directs unusual matters to superior or appropriate authority.

Collects and keeps track of site landscape bonds and processes bond releases upon request and approval.

Keeps track of sidewalk complaints.

Maintains office and/or departmental personnel records and keeps records of Engineering Staff training and certifications.

Attends meetings and conferences as required. In the absence of another Administrative Secretary, may be required to provide administrative support, attend night meetings and prepare minutes for Boards/Commission Meetings.

Orders supplies and process invoices for payment.

Operates a variety of office equipment and may train other office support personnel in their proper use and care.