Administrative Assistant II - Water Works - FT

POSITION SUMMARY

Provides administrative, financial, and operational support to the Water Works Distribution Department. Responsible for coordinating and tracking purchasing activities, processing accounts payable transactions, and maintaining communication with vendors. Supports department operations through accurate data entry, record management, and the creation of spreadsheets, reports, and other documents. Assists with the administration of hydrant permits, water tap work orders, and service line demolition work orders. Provides payroll support as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs Accounts Receivable duties such as invoice preparation and management, and processing of receipts.
• Accounts payable activities for Water and associated projects
• Works within the City's HR system to process bi-weekly payroll.
• Generates financial reports, research purchase and invoice history and other functions related to budget and procurement
• Track KPI measurements from work groups in Water Distribution.
• Maintains accurate records and files, (daily, weekly, monthly and yearly for all represented Departments within).
• Greet those coming to the front counter for meetings, appointments, etc. as needed.
• Assist in issuing water service line disconnection and hydrant usage permits and process water tap work orders. This includes collecting associated fees and supporting documents.
• Handles incoming telephone calls and routes them to appropriate person/department if needed.
• Distributes all incoming US mail, interoffice mail and handles outgoing mail.
• Types/edits correspondence and create spreadsheets and reports for department as directed.
• Schedules department staff meetings.
• Generate 811 locate tickets for department related projects.
• Assists with data entry into maintenance management software programs.
• Maintains and updates related records as required.
• Must become familiar with acronyms for Water Distribution.
• Responsible for the compiling of the Annual Report for the Distribution Department
• Assumes additional duties and responsibilities as assigned including coverage for other Utlity Managers

SUPERVISION EXERCISED

N/A

KNOWLEDGE/ABILITY

• Working knowledge of computers and of modern office practices and procedures.
• Strong computer skills especially in Microsoft Word, Excel spreadsheet and database management are a must.
• Ability to perform basic office procedures, ability to communicate effectively, verbally and written.
• Must possess strong customer service, problem solving skills, proficient in grammar, with the ability to function independently in a fast-paced, high volume work environment.
• Ability to establish successful working relationships, ability to maintain orderly and accurate files, records and reports.
• Ability to make sound decisions; problem solving.
• Ability to perform required work without direct supervision.

EDUCATION / QUALIFICATION

• High school diploma or equivalent required; additional college coursework or business-related training preferred.
• Knowledge of standard office practices, computer applications, and customer service techniques, with experience assisting customers both in person and over the phone.
• Three (3) years of experience in an administrative or office support role, or an equivalent combination of education, training, and experience.

CERTIFICATES, LICENSES, REGISTRATIONS

• N/A

EQUIPMENT

Telephone, computer, photocopier/fax/scanned document, 10 key calculator, various office tools and/or equipment

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee regularly required to sit, walk, bend, reach, and use hands and fingers to operate standard office equipment. They are frequently required to communicate verbally and in writing and listen effectively in person and by telephone. Requires prolonged periods of working at a computer and viewing computer monitors. The employee must have sufficient manual dexterity to perform data entry, filing, and other administrative tasks. They are occasionally required to lift, carry, push or pull office materials or supplies weighing up to 25 pounds. Visual ability to read documents, review data, and perform computer-related tasks.

WORK ENVIRONMENT

Work is performed indoors in office environment. Frequently involves extended periods of computer and telephone use, and regular interaction with employees and members of the public. The noise level in the work environment is usually quiet to moderate and typical of an office setting. The entire office is smoke free.

UNION AFFILIATION

N/A

REQUIRED

Pre-Employment Drug Screen

Background Check

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at-will employer.

Essential Duty: Uphold Core Values

All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:

• Excellence - Deliver high-quality service and strive for continuous improvement.
• Accountability - Take ownership of responsibilities and outcomes.
• Innovation - Seek creative solutions and embrace new ideas.
• Inclusion - Promote a respectful, equitable, and welcoming environment.
• Empowerment - Support and encourage others to grow and succeed.

This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service. These values shape our culture, inform our decisions, and inspire our work every day.

Equal Employment Opportunity & Diversity Statement

The City of South Bend is an equal opportunity employer. We do not discriminate or tolerate harassment based on race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. Employment decisions are based on qualifications, merit, and organizational needs. We value and celebrate diversity and are committed to fostering an inclusive workplace for all employees.