Maintenance Administrative Assistant

TRAFFIC / PERMIT DEPT.

ADMINISTRATIVE ASSISTANT/PERMIT TECH

2014:

MOVING PERMITS

OFFICE ADMINISTRATIVE DUTIES

ADOPT-A-HIGHWAY

MOVING PERMITS:

RECEIVE & REVIEW MOVING PERMIT APPLICATIONS VIA FAX OR EMAIL

CONSULT WITH SUPERVISOR ON NON-STANDARD LOADS

ENTER PERMIT INTO WEB BASED PROGRAM (KOOP) AT: http://kdotmovingpermits/PermitDetail.aspx

PROGRAM: KOOP (KANE OVERSIZE/OVERWEIGHT PERMITS) COUNTY & TOWNSHIPS (16)

FOUND ON THE INTRANET: http://kdotmovingpermits/

PERMITS WILL BE ENTERED INTO THIS SYSTEM, CAN BE PRINTED FROM THE SCREEN OR

ORIGINAL CAN BE RETURNED, IF FORM IS UP TO DATE.

REPORTS FOR ISSUED MOVING PERMITS ARE PRINTED & SENT OUT TO EACH TOWNSHIP

INVOICES ARE PRINTED AND MAILED OUT MONTHLY, KEEP A HARD COPY FOR PAYMENTS, INVOICES ARE FOUND

AT: http://kdotmovingpermits/Reports.aspx “INVOICES”

MONTLY PAYMENT RECEIPT & PERMIT COUNTS REPORTS ARE SENT TO ACCOUNTING FOR TOWNSHIPS TO BE PAID

QUARTERLY, FOUND IN KOOP: http://kdotmovingpermits/Reports.aspx

CHECKS FOR PERMIT INVOICES ARE TO BE ENTERED INTO THE SYSTEM, MATCHED BY INVOICE

RECEIPTS ARE PRINTED OUT ATTACHED TO CHECKS WITH REPORT FOR TOTAL OF DAYS PAYMENTS

MONTHLY RECEIPTS REPORT SENT TO ACCOUNTING FOR BALANCING, SAVED IN: M:\Permit Dept\Accounting\Monthly

KPASS Receipts

ALL DOCUMENTS ARE SENT TO ACCOUNTING IN HARD COPY, SAVED IN ELECTRONIC FILE FOR ACCOUNTING IN PERMITS

FILE AT: M:\Permit Dept\Accounting

ARC MAP BRIDGE MAP MAINTENANCE

M:\Permit Dept\Moving Permits\BRIDGES\Bridge Maps

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MAINTAIN RECORDS, DOCUMENTS:

M:\Permit Dept\Moving Permits

ALL PERTINANT PAPERWORK FOR MOVING PERMITS: MOVING PERMIT FORMS (15 DAY & 90 DAY), PROVISIONS, BRIDGE

RATINGS, ROADS FOR PERMIT S

UPDATE WEB PAGES:

http://www.co.kane.il.us/dot/permits.aspx

POLICY CHANGES OR PERMIT PROCEDURES & INFORMATION UPDATES, NEW LAWS, ETC.

WEB ACCESS PERMISSION IS GIVEN BY IT DEPT., SUPERVISOR MUST APPROVE

OFFICE ADMINISTRATIVE DUTIES:

TELEPHONE, FILING, MAILING, PUBLIC ASSISTANCE, OFFICE MACHINE MAINTAINANCE, SUPPLIES FOR OFFICE, ASSISTING

OTHER CO-WORKERS IN VARIOUS PROJECTS, STARTING PERMITS IN KPASS, SCANNING FILES, KEEPING PERMIT DEPT.

RECORDS UP TO DATE, CLOSING OUT FILES/STORING.

M:\Permit Dept

TRAFFIC SECTION:

TRAFFIC SIGNAL & LIGHTING MAINTENANCE LIST

MAINTENANCE TRANSFERS PERFORMED BY CONSULTING COMPANY CONTRACTED BY THE COUNTY

TRANSFERS EMAILED IN AFTERWARDS

ADD THE CHANGES TO THE LIST IN TRAFFIC FILE FOLDER AND EMAIL OUT THIS LIST IS EMAILED TO THE ADMINISTRATIVE

ASSISTANT IN MAIN OFFICE & RECEPTIONIST, PAT GENGLER AT THE SHERIFF’S OFFICE, KC EMERGENCY MANAGEMENT,

THE CONSTRUCTION CHIEF, TRAFFIC MANANGER, CHIEF OF TRAFFIC/PERMITTING, TRAFFIC/SIGNS/JULIE TECH,

MUNICIPALITY OR POLICE DEPT. INVOLVED IN THE NEW LISTING.

M:\Permit Dept\Traffic Dept\ELECTRICAL MAINTENANCE

ELECTRICAL MAINTENANCE INVOICES

MAINTENANCE TRANSFERS SAVED IN ELECTRONIC FILE FOR QUARTERLY BILLING TO MUNICIPALITIES

M:\Permit Dept\Traffic Dept\ELECTRICAL MAINTENANCE\Electrical Maintenance Billing

EACH WORKSHEET IN THE EXCEL FILE MUST BE CHANGED PER MAINTENANCE TRANSFERS.

IF TRANSFER BACK TO THE MUNICIPALITY HAPPENS BEFORE THE END OF 2 WEEKS IN THE MONTH THEY ARE BILLED FOR

THE MONTH. SEE TRAFFIC MANAGER FOR QUESTIONS.

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AFTER ALL INVOICES ARE CHANGED FOR THE QUARTER, THEY ARE SENT TO CHIEF OF TRAFFIC/PERMITTING AND THE

TRAFFIC MANAGER FOR FINAL APPROVALS/CHANGES.

THE INVOICES ARE SENT OUT BY THE ACCOUNTING DEPT.

ADOPT-A-HIGHWAY:

WEB PAGE UPDATES:

http://www.co.kane.il.us/dot/maintenance/adoptHiway.aspx

MAP UPDATES:

M:\Permit Dept\Adopt-A-Highway\2014 Web posting

M:\Permit Dept\Adopt-A-Highway\AAH Map\2014 AAH

MAINTAIN AND CREATE NEW MEMBERSHIPS IN KPASS

CONTACT IS MAINTENANCE SUPERVISOR

BUILDING B

AGREEMENTS MUST BE SIGNED BY GROUP COORDINATOR

ALL NEW AND RENEWAL MEMBERSHIPS MUST GO THROUGH COMMITTEE’S

M:\dotserver2\USERS\Committee

SEE PREVIOUS MONTHS FOR FAMILIARIZING IN PROCESS

DIRECTORS ADMINISTRATIVE ASSISTANT FINALIZES ALL COMMITTEE PACKET INFORMATION

WHEN THE FINAL APPROVALS ARE DONE THE AGREEMENT MUST BE SIGNED BY THE DIRECTOR AND A COPY IS SENT TO

MEMBER, THE MEMBER COMES IN TO GET SUPPLIES FOR CLEANUP EVENTS

PER THEIR INFORMATION IN AGREEMENT, GIVE OUT THE NUMBER OF VESTS FOR MEMBERS LISTED AND ORANGE BAGS

PER DISTANCE OF ROUTE- USUALLY FOR 1 MILE X’S 2 CLEANUPS A YEAR=30 BAGS, IF BOTH SIDES OF ROADWAY=40

BAGS, ETC.

SUPPLIES ARE ORDERED BY THE MAINTENANCE SUPERVISOR AND HIS STAFF

ALL BAGS, VESTS, DASHBOARD CARDS, ETC. ARE STORED IN THE PERMIT DEPT. FILE CABINET, MARKED AAH

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