Administrative Assistant

1. General Administrative Office Duties & Assistance

• Provide dual/backup coverage at the District II reception desk.

• Greet customers in a friendly, professional manner.

• Offer directions, information, and assistance based on customer needs.

• Represent the department with professional appearance and demeanor (business casual required).

2. Phone and Visitor Management

• Answer incoming calls and transfer to appropriate District/Department personnel.

• All calls must be answered within three rings; no calls should be lost due to delays or lack of response.

• Calls must be answered using the proper greeting: Department name (including District II), your name, and willingness to help.

• Announce and explain the purpose of transferred calls before releasing them to staff.

• If the District Engineer is unavailable, route the call to the Business Manager, Administrative Services Officer (PCN 201035).

3. Message Handling

• Accurately take and deliver messages within 30 minutes of receipt (immediately for emergencies).

• Written messages should include:

  • Caller’s name, title, and company

  • Return phone number

  • Date and time of the call

  • Clear and detailed content

  • No grammatical or spelling errors

4. Security and Visitor Protocols

• Ensure all internal and external visitors follow security protocols.

• Direct non-District II personnel entering secured areas to complete the Visitor Log.

• Issue and ensure visibility of visitor badges for all external visitors and contractors.

• All exceptions to visitor/security protocols require preapproval by the Unit Supervisor.

5. Financial Transactions and Support

• Collect and receipt funds for:

  • Sale of maps, plans, and specifications

  • Chainer permits

• Assist the District II Permit Unit with financial transactions as directed by the Unit Supervisor, Program Officer I (PCN 201020).

6. Mail Distribution and Management

• Distribute incoming interdepartmental and USPS mail within 30 minutes of receipt.

• Date-stamp all mail, except items clearly marked confidential.

  • For confidential USPS mail: date-stamp the envelope only.

  • Do not date-stamp interdepartmental confidential mail unless requested by the addressee.

• Ensure outgoing mail is placed in the mailbag at least 30 minutes before pickup, properly labeled and with correct postage if needed.

7. Special Delivery Tasks

• Deliver or pick up confidential/time-sensitive paperwork to/from Headquarters or other District II locations.

• Serve as the primary contact for Carson City mail runs, either on schedule or as directed by the Unit Supervisor.