Marshall County Job Description

Engineering Clerk

 

 

Department:         Engineering                                           Job Code:              130

Reports To:           County Engineer                                  DOT Reference:   201.362-030

Date:                      March, 2011                                                                         219.362-030, 249.367-066

FLSA:                    Non-Exempt                                                                                                                        

 

Summary

 

                Performs a wide variety of clerical duties, such as, answers telephone and gives information to caller or routes call to appropriate person, greets visitors, ascertains nature of business and directs visitors to proper person, prepares outgoing mail, sorts and distributes incoming mail, composes and types correspondence, types paperwork associated with state and federal approval of projects, prepares bid specifications and maintains related files, makes copies of correspondence or other materials using copying machine, files records, documents, and correspondence in alphabetical, numerical, or other type of filing system.  Maintains calendar of supervisor, maintains county road inventory.

 

Essential Job Functions

 

A.            Answer telephone and route incoming calls, place calls, make travel arrangements and maintain    calendar, prepare correspondence, prepare reports as needed

 

                1.             Answer telephone, give information to caller or route the call to the appropriate person

                2.             Screen and handle calls and visitors in order to relieve others of routine calls and                visitors

                3.             Enter payroll data and verify payroll records for the department

                4.             Greet visitors, ascertain nature of business, provide information as appropriate or               conduct visitor to proper person

                5.             Make travel arrangements for the department as needed

                6.             Maintain appointment calendar, schedule appointments as needed

                7.             Prepare correspondence and reports from notes, original composition, or data files

                8              Make and distribute copies as needed

                9              Sell county maps and issue receipts

 

B.            Prepare bid specifications for county purchases, coordinate bid process, and maintains related files

 

                1.             Consult catalogs, brochures, and suppliers to obtain specifications for supplies and            equipment

                2.             Prepare and type bid requests and mail to vendors in accordance with established              procedures

                3.             Consult with internal experts regarding technical information pertaining to bid     specifications for equipment such as computers, bulldozers or heavy equipment, etc.

                4.             Receive bids from vendors and maintain them in accordance with established procedures                until formally opened at a commission meeting

                5.             Maintain bid files and vendor lists

 

 

C.            File and maintain files of records, documents, correspondence, or other materials of the department, distribute mail, order supplies and verify receipt of items ordered

 

                1.             File paper records in existing systems, and enter information into a computer database to                establish or update records

                2.             Remove documents and information from files periodically

                3.             Maintain records of sign material used by districts

                4.             Prepare purchase orders for supplies, traffic signs and related materials

                5.             Maintain records associated with the sale of maps

                6.             Maintain county road inventory

 

 

 

Knowledge, Skills, and Abilities

 

1.             Knowledge of modern office practices, procedures, and equipment, including computers and software

2.             Knowledge of secretarial practices and procedures

3.             Knowledge of business English, spelling, arithmetic, and vocabulary

4.             Knowledge of the Code of Alabama as it pertains to the competitive bid law requirements

5.             Knowledge of principles of communication

6.             Knowledge of departmental policies and procedures

7.             Ability to maintain office records and prepare accurate reports

8.             Ability to prepare effective correspondence

9.             Ability to operate office equipment such as computer, calculator, copy machine, fax machine, and telephone system

10.          Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence

11.          Ability to deal with people in a courteous and efficient manner

 

 

 

Minimum Qualifications

 

1.                   High school diploma or G. E. D. certificate

2.                   Adequate course work in typing to perform job duties

3.                   Three years of clerical experience, preferably in an engineering or government office

4.                   An equivalent combination of education and experience

 

 

This job description should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of this job classification.  All incumbents may not perform all job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.