ProgramResponsibilities:Maintains current knowledge of department programs and provides administrative and customer support services for all programs assigned.
Permit Application Administration: Serves as primary public resource for questions relating to moving, utility, entrance, and special event permits. Provides first level support on questions relating to policies and procedures associated with the permit application process. Reviews and assists customers with the permit application process and reviews applications for completeness, requesting additional information as needed to ensure required information is provides with the application. Accesses county databases, policies, and ordinances to assist with properly processing permit applications. Evaluates current processes and assists in developing policies and procedures related to internal and external use of permitting system.
Contract/AgreementCoordination: Organize, collect data and supporting documentation for the departments board agenda items. Prepares request for Board action forms,coordinates,and transmits all documentation necessary to complete the contract and/oragreement ina timelymanner. Manages theelectronic tracking for all highway department contracts and agreements. Ensures that all contractual milestones,decisions,and County Board actions are recorded. Ensures that all financial transactions are recorded and tracked ina timelymanner. Follows up with staff to ensureappropriateactiondirected by the County Board havebeencompleted.
General Payments: Receive and processes a variety of payments for various services and fees. Access county database to properly account for payment transactions.Transports deposits to Central Finance Office in the historical courthouse.
Pick a Mile (Adopt a Hwy): Manages the “Pick a Mile” volunteer roadside cleanup program. Maintains contracts and map to ensure accurateup to date information is available via the electronic system. Prepares requests for final trash pickup after each group has completed their cleanup.
A/R Billings:Prepares payment vouchers/billings for all government and privateentitiesthat conduct business with the Highway Department. Works with law enforcement and signtechnicianto gatherappropriate informationneeded to prepare billing for damages. Prepares and reviews AR Aging report and provides referral for collection action. Maintains accounts receivable records for efficiency in collection and monthly balancing.
Reconciliations:Maintainsfuel system tracking fuel usages for all governmental and private entityusers. Performs daily interfaces andreconciliationsbetweenPetrovendand Munis to ensureaccuratedaily usage reporting. Responsiblefor monthly reconciliation of all fuel work orders, commodity purchases and jurisdictional agreements for governmental and private entities to ensureaccurateusage reporting and AR billings.
General Administrative Responsibilities
Customer Service: Respond to customer inquiries providing information and assistance relating to department programs and services in a professional and timely manner to ensure a high service environment.
Meeting Administration: Provide administrative support for all assigned meetings including required notices, scheduling, room arrangements, supplies, materials, minutes, and other related duties as assigned.
Word Processing: Complete various forms of correspondence and materials as assigned including composition, formatting, proofing, and editing to ensure the creation of professional and accurate documents and materials.
Reporting: Complete various reports including databases, spreadsheets, data entry, data analysis and summary reports as assigned.
Records Management: Develop and maintain filing, retention and retrieval systems including electronic media, scan data and hard files in a manner that ensures effective retention and retrieval of all assigned materials.Periodically review the Minnesota Counties Record Retention Schedule to ensure our records fall within the required timelines.
Software Administration: Maintains multiple databases and software programs. Serves as first point of contact for all questions and comments. Provides training andassistanceto staff and customers when needed. Troubleshoots and resolve problems related to multiple databases and software programs by working directly with the vendors and IT to communicate and address bugs and/or request future enhancements. Document and track problemssubmittedby users and communicates proposed or final resolutions tousers. Participates in evaluatingenhancementsand communicates them todepartmentalstaff.
Website Administration:Manages and updates Highway Web pages and SharePoint site.
Office Services:Perform a variety of general office services including mail processing, customer service functions, scheduling, messaging, and calendar management for department staff as assigned.
Other:Perform all other related duties as assigned including special projects, committee and/or task force assignments in a professional and effective manner.
High school diploma or equivalent
Formal prep of one or more years or equivalent knowledge gained from related experience and/or education.
Five or more years work experience of a similar nature and scope of responsibility
Advanced proficiency of Microsoft software programs. (Word, Excel, & Access).
Valid state issued Driver’s license
Ability to prepare correspondence.
Ability to convey information effectively both verbally and written.
Knowledge in computer operations and programs, included but not limited to SharePoint, CRM (Microsoft Dynamics), ERP Systems (Enterprise-Wide Accounting) and Civic Plus (website) and Social media platforms.
Ability to perform mathematical computations accurately and explain results.
Ability to learn terminology, policies and procedures regardingdepartmentfunctions and be able to explain to others.
Ability to make work decisions in accordance with governing laws and policies.
Knowledge in Website Administration/updating.
Ability to read and interpret maps.
Ability to work independently, manage multiple priorities, problem-solve, and meet deadlines.
Ability to establish and maintain effective working relationships with internal and external customers.