ADMINISTRATIVE ASSISTANT I - PUBLIC UTILITIES/WATER DEPARTMENT

ADMINISTRATIVE ASSISTANT I - PUBLIC UTILITIES/WATER DEPARTMENT

Apply

ADMINISTRATIVE ASSISTANT I - PUBLIC UTILITIES/WATER DEPARTMENT

CITY OF GALLATIN

PURPOSE OF POSITION:

The purpose of this position is to perform clerical and administrative work assisting the Superintendent of Public Utilities, the Assistant Superintendent of Public Utilities, and Public Utilities staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

1. Assists the Superintendent of Public Utilities, the Assistant Superintendent, Administrative Assistant III, and staff with preparing reports and drafting correspondence; provides clerical and administrative support; prepares and maintains detailed records and files and databases, including electronic files.

2. Scans documents including, invoices, project plans, signed plats, TDEC approval letters, service orders, operational reports, and related documents.

3. Follows up on missing invoices, invoice errors, and helps to code some invoices.

4. Assists in the preparation of Development Chronology and Approval letters.

5. Maintains database information, including the Estimated Worth - Utilities Donated spreadsheet, the Water, Sanitary Sewer, and Natural Gas Capital Project spreadsheets.

6. Assists with special projects as assigned by the department head or assistant.

7. Assists in the review of monthly natural gas contractor billing versus natural gas service orders to verify accuracy.

8. Assists in maintaining files and records related to water, sanitary sewer, and natural gas operations.

9. Reviews completed natural gas service orders against appliance footage credit forms to determine if billing is required.

10. Operates office equipment including PCs, copiers, plotters/printers, and document scanners.

11. Drive a city vehicle daily to take bank deposit, to take inter-office mail to City Hall, to travel to purchase supplies, etc.

12. Serves as back-up switchboard operator and utility dispatcher.

13. Administers and manages SharePoint software program

14. Coordinates activities and work product with the Administrative Assistant III.

15. Regular and predictable attendance.

16. Ability to work in a cooperative manner with others.

17. Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• High School Diploma/GED.
• Minimum of five (5) years' recent work experience in clerical/office work, including office software products, preferably experience in a professional office setting.
• Associates degree preferred.
• Must have a valid driver's license.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of standard office practices, procedures, equipment and office management techniques.
• Knowledge of business English, spelling and arithmetic.
• Knowledge of the organization and functions of the department and of general administrative policies and practices.
• Ability to keep office records and to prepare accurate reports from file sources, both electronic and paper files, and maintain databases.
• Ability to perform and organize work independently.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully.
• Ability to establish and maintain effective and professional working relationships with supervisors, co-workers, department heads, governmental officials and vendors.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to understand and effectively carry out verbal and written instructions.
• Ability to communicate effectively with other members of the staff, supervisor, and the public.
• Ability to communicate effectively in both written and verbal form.
• Ability to develop, interpret and implement local policies and procedures; follow written and oral instructions, and prepare general correspondence.
• Ability to identify problems and deal with a variety of situations.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to maintain discretion related to business decisions and managing files, reports and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Ability to organize and exhibit time management skills needed to meet deadlines.
• Ability to work accurately with attention to detail.
• Ability to maintain confidentiality.

PHYSICAL REQUIREMENTS:

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects and some medium work requiring the exertion of up to 50 pounds of force occasionally. Physical activities include stooping, pulling, lifting, reaching, fingering, grasping, and repetitive motions. Also includes the necessity to communicate by talking, hearing/listening. Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.

WORK ENVIRONMENT:

Works In an office setting, in generally comfortable conditions.

The City of Gallatin is a drug-free equal opportunity employer, with policies of non-discrimination on the basis of race, sex, religion, color, national or ethnic origin, age, disability, military service, or political affiliation.

In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Code : 1569-1

Type : INTERNAL & EXTERNAL

Location : WATER

MINIMUM HOURLY RATE: $22.45

linkCopy Job Detail Link linkCopy Direct To Application Link'); return false;" type="submit" value="">share