Engineering Office Administrator at Coffee County, AL – New Brockton

Job Title: Engineering Office Administrator

Department: Engineer’s Office
Reports To: County Engineer
FLSA Status: Non-Exempt

POSITION SUMMARY

The Engineering Office Administrator serves as the primary administrative and operational support professional for the Coffee County Engineer’s Office. This position manages public interface functions, financial processing, regulatory documentation, records management, and departmental coordination for highway, infrastructure, and special projects.

The role functions as the central administrative hub of the Engineer’s Office, ensuring accurate financial tracking, compliance reporting, payroll administration, inventory management, and professional communication with elected officials, regulatory agencies, contractors, and the public.

ORGANIZATIONAL RELATIONSHIPS

Reports To: County Engineer
Works Closely With: Assistant County Engineer, Engineering Operations Manager, Highway Operations Manager, County Administration
Internal Contacts: Elected Officials, Department Heads, County Employees
External Contacts: General Public, Contractors, State Agencies, Examiners of Public Accounts, Vendors

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Public & Constituent Services

Serve as first point of contact for the Engineer’s Office.

Receive and route telephone calls, email, and in-person inquiries.

Assist citizens with permits, applications, sign concerns, complaints, right-of-way questions, and infrastructure inquiries.

Maintain and document citizen complaint logs and resolution tracking systems.

Process payments for maps, pipe installations, permits, and other departmental services.

2. Financial & Regulatory Administration

Process and reconcile payments and receivables in accordance with County financial procedures.

Maintain Gasoline Tax Fund accountability records utilizing CIMS Software.

Assist in preparation of documentation for Examiners of Public Accounts.

Support annual budgeting process and financial reporting.

3. Payroll & Personnel Administration

Maintain payroll records including hours worked, overtime, leave accruals, sick leave, and compensatory time.

Prepare payroll documentation for Highway Department personnel.

Maintain personnel files in compliance with County HR policies.

Coordinate onboarding documentation and employment records as required.

4. Records & Asset Management

Maintain both digital and physical filing systems in compliance with records retention schedules.

Ensure document integrity and accessibility for audits and public records requests.

5. Project & Engineering Support

Assist in the preparation of correspondence, reports, memoranda, and regulatory documentation for State Highway and County infrastructure projects.

Assist with bid documentation, contract records, and reimbursement paperwork.

Compile quarterly and annual operational reports.

Perform moderately complex mathematical calculations related to costs, reimbursements, and material tracking.

6. Technology & Office Systems Management

Utilize and maintain database systems for complaints, sign inventory, payroll tracking, and financial documentation.

Operate office equipment including computers, scanners, copiers, and electronic filing systems.

Support digital modernization initiatives within the Engineer’s Office.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of county government structure and engineering department operations

Familiarity with public sector accounting principles

Understanding of infrastructure project documentation and reimbursement procedures

Proficiency in Microsoft Office Suite (Word, Excel)

Ability to manage databases and digital record systems (CIMS Software)

Strong written communication skills using formal business and governmental correspondence standards

Ability to interpret policies, regulations, and procedural guidelines

Excellent customer service and public interaction skills

Ability to handle confidential information with discretion

Strong organizational and multitasking abilities

MINIMUM QUALIFICATIONS

High School Diploma or GED required

Associate degree in Business Administration, Accounting, Public Administration, or related field preferred

Minimum of three (3) years of administrative experience

Experience in governmental accounting, bookkeeping, payroll, or public works administration preferred

Equivalent combination of education and experience may be considered

PREFERRED QUALIFICATIONS

Experience in County Engineering or Highway Department operations

Familiarity with Gasoline Tax Fund accounting

Experience working with Examiners of Public Accounts

Advanced Excel proficiency

Experience with Microsoft Project and Zoho

WORK ENVIRONMENT

Primarily office-based within the Coffee County Engineer’s Office

Occasional interaction with field personnel and contractors

Regular public interaction

Extended periods of computer use

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 of the job duties listed, and some of the 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.

Benefits include: Paid holidays, annual and sick leave, health insurance, life insurance, and participation in the Alabama Employees Retirement System.

Coffee County is an Equal Opportunity Employer.