SUMMARY
Performs office automation and clerical support for the departments. Assignments are completed in accordance with established precedents and policies. Knowledge of organizational unit functions and daily work. Relieves officials of clerical work and general administrative and business detail.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
- Knowledge of AS400 system, preferred, for Payroll, Purchasing/Inventory, Budget, Property Management, and Customer Billing Inquiries.
- Tabulates daily work hours worked for divisions’ employees and enters into the computerized time keeping system, separating by assignment based on city chart of accounts.
- Compiles information necessary to generate private sector invoices, where necessary, using the computerized accounts receivable system.
- May assist in assembling data and information for preparation of the departmental budget.
- Answers phones for both departments, and relays the proper information to the proper personnel for resolution.
- Answers inquiries regarding organizational unit function, status of operations, existing policy and related matters. Explains applicable procedures, regulations and other parameters of the operation.
- Maintains liaison with other employees and personnel in related public and private agencies.
- Reviews mail for subject matter and priority, routes mail appropriately. Refers priority items to the Superintendent.
- Screens callers and visitors, and schedules appointments.
- Must be fluent in the use of Microsoft Word and Excel to assist in the preparation of correspondence and reporting to regulatory agencies for supervisor’s review and signature.
- Gathers information from various sources for supervisor’s use.
- Prepares routine and technical correspondence and reports.
- Researches, compiles and prepares statistical reports as needed.
- Maintains records and files.
- Assists in planning and coordination of departmental projects.
- General office procedures including purchasing of office supplies.
- Processes P-card receipts for departmental card used by multiple employees.
- Tracks visitors to the Wastewater Plant, monitors, and controls plant entrance gate.
- Evaluates efficiency of office operations, revises existing and/or devises new procedures to increase office efficiency; maintains records of activities.
- May schedule and assist in the preparation of agendas of conferences and meetings of boards, committees and other groups: notifies participants of such meetings.
- Assists meter crew in uploading/downloading handheld meter information.
- Perform other duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED) with experience in automated system operations. Three years of experience in related field or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, vendors, fellow employees and the general public.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver's license.
OTHER SKILLS AND ABILITIES
Knowledge of automated operating systems, and job control language of various computer programs. Ability to operate and learn the operation of various software programs
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 is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and climb or balance. The employee is occasionally required to sit and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing 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 is regularly exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.
Equal Opportunity Employer
Veterans Are Encouraged to Apply