Water Department Administrative Assistant

GENERAL PURPOSE

Performs a variety of advanced secretarial and clerical duties designed to expedite the day-to-day processing, scheduling and reporting of administrative and managerial business conducted by the Water Department. This role will play a crucial role in maintaining accurate records, meter tracking, supporting the teams workflow, and ensuring excellent service to the community.

SUPERVISION RECEIVED

Works under the general supervision of the Public Utilities Director and Water Manager.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Administrative Support: Monitors and manages staff calendar and various work schedules; schedules construction inspections; schedules bi-weekly safety training and meetings; processes paperwork and ensures proper compliance with practice, policy and procedure of the department; assists to organize various logistics related to equipment and project needs.

Prepares a variety of general, confidential, and personal correspondence; composes routine correspondence on own initiative; types minutes, correspondence, memorandums, monthly reports, personnel files, etc.; routes interdepartmental memos; posts executive and staff meetings to schedules and calendars; maintains various files, maintains database records and tracks changes; monitors budget activity and account balances.

Meter Management: Accurately input and manage data related to meter readings, meter sets, change-outs, and service requests into the database. Organize and maintain the sequencing of meter readings and change-out schedules for field staff. Generate transfer sheets reports and state reports related to meter data, work orders and equipment maintenance. Prepare and send letters to customers with blocked or inaccessible meters, as well as for equipment tampering issues.

Requisitions & Purchase Orders: Creates purchase requisitions using Springbrook software, secures proper signatures and approvals and generates requests for purchase authorization according to established department policies and procedures; receives and distributes purchase orders; monitors purchases and verifies invoices upon receipt; submits invoices for payment by accounts payable staff; documents purchasing activity in Springbrook software; monitors purchase order balances, tracks cash and credit expenditures.

Records Maintenance: Ensures timely and accurate documentation related to various departmental operations and processes; files financial records, requisitions, PO's, fire hydrant meters, departmental service orders and general work information.

Work Order Processing: Receives and processes various contractor and customer telephone and email work order requests; prepares work order request forms; compiles work orders in Springbrook software and identifies work details related to water meters, and related maintenance issues; generates and distributes work orders authorizing department action; assists to manage workload distribution to ensure operational efficiencies; receives, posts and files final disposition of work performed; generates periodic reports tracking work performed and service statistics.

General Office: Monitors office supplies and replenishes inventory as needed.

Perform related duties as assigned.

MINIMUM QUALIFICATIONS

• Education and Experience:
• Graduation from a high school; plus one (1) year of specialized administrative or data management training obtained through professionally sponsored workshops, secretarial school, or business college;

AND

• Four (4) years of work experience providing exposure to complex secretarial duties and responsibilities;

OR

• An equivalent combination of education and experience.
• Knowledge, Skills, and Abilities:

Working knowledge of public works terms and operations; specialized payroll software applications; standard office software, i.e., MS Word, Excel, etc.; modern office practices and procedures; secretarial procedures and methods related to filing and documenting; English composition, spelling, grammar, punctuation, etc.; interpersonal communication skills and telephone etiquette; standard office equipment operation.

Skill in the operation of various office machines, i.e., computer, fax, radio, telephone, etc.

Ability to multitask, prioritize, and work under pressure of deadlines and time constraints; operate standard office equipment efficiently; communicate effectively, verbally and in writing; make basic decisions where established procedures do not always apply; perform basic mathematical computations; develop effective working relationships with Supervisor, fellow employees, and the public; proficiency in data entry, and data management software (Springbrook experience preferred);be reliable and detail-oriented with a commitment to data accuracy.

• Special Qualifications:

Valid Utah driver's license. There may be occasions where driving a city vehicle will be needed for occasional off-site tasks.

• Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, involving minimal muscular strain, related to walking, standing, stooping, sitting, and reaching. Essential functions require talking, hearing and seeing. Common eye, hand, finger dexterity are required. Mental application utilizes memory for details, emotional stability and discriminating thinking.

• Disclaimer: In compliance with the ADA, reasonable accommodation will be considered, upon request, on a case-by-case basis during both the pre-employment process and to accommodate post-employment changes in employee physical abilities. Accommodation decisions will be influenced by the need to prevent ''undue hardship'' to the city. The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

I ___have reviewed the above disclaimer and job description. Date: _

(Employee)