Administrative Specialist II - Utilities Department

Utilities Administrative Specialist

The purpose of this classification is to perform secretarial/clerical work associated with processing information and documentation relating to an assigned department/division.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides secretarial, clerical and administrative support for the assigned department/division; processes documentation associated with department/division operations within designated timeframes and in accordance with established procedures. Provides secretarial and administrative support for management and staff; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications. Initiates appropriate action or response; maintains calendars, schedules meetings, appointments, and activities; and types, composes, edits, or proofreads various documentation. Acts as liaison with other departments/divisions, professional individuals/groups, vendors, contractors, outside agencies, and the public in matters pertaining to office programs, services or operations; conveys information among department/division personnel. Performs customer service functions; answers telephone calls, greets visitors, assists individuals at the front counter/lobby; ascertains nature of business, directs callers/visitors to appropriate personnel, records and relays messages; provides routine information/assistance; distributes forms/documentation; responds to routine questions or complaints and initiates problem resolution. Coordinates arrangements for various meetings, including Town Council meetings, board/commission meetings, staff meetings, workshops, trainings, or other activities; prepares and distributes agendas and meeting packets; notifies participants of meeting dates/times; coordinates food/beverages, supplies, equipment, and room setup; verifies operation of meeting room equipment; attends meetings; maintains attendance records; records and transcribes minutes as needed; and reserves meeting rooms. Coordinates travel arrangements, accommodations, conference registrations, and other travel-related plans for department/division staff and documentation; calculates and processes per diem documentation as needed. Monitors inventory of department supplies and forms; ensures availability of adequate materials; initiates requests/orders for new or replacement supplies; conducts periodic inventory counts; maintains records of supply usage. Processes purchasing documentation; researches products and prices, obtains competitive quotes; enters purchase order, data into computer system; prepares purchase order authorizations; maintains purchasing records. Orders flowers/gifts for Town officials, employees, or other individuals in acknowledgement of hospitalization, death in family, or other situations. Receive invoices and processes for approval and payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary codes; processes invoices to the Finance Department for payment. May maintain a petty cash fund for assigned area; disburses funds as appropriate; ensures proper documentation of expenditures; balances fund and prepares reconciliation reports; requests reimbursements as needed. Process payroll documentation; reviews timesheets for accuracy and completeness; makes calculations and researches discrepancies; enters payroll data for processing; maintains attendance records and processes payroll corrections as needed. Assists in preparing and/or monitoring the budget; monitors status of expenditures in relation to available funds; and prepares budget transfer forms or requests. Uses general office equipment and electronic systems to send, receive, copy, scan, distribute, and maintain forms, reports, correspondence, and other related materials. Processes incoming and outgoing mail; sorts, opens, and distributes incoming mail; signs for incoming mail/packages; delivers items to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs and surveys. Maintains filing and records systems for the department/division; prepares and sets up files; sorts and organizes documents; files documents in designated order; retrieves and replaces files; purges, shreds, or destroys confidential or obsolete documents; and conducts records maintenance or destruction activities in compliance with applicable records retention guidelines. Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources. Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed. Prepares, receives, reviews, or completes, processes, forwards, distributes or retains various forms, reports, correspondence, logs, notices, checklists, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, status reports, project reports, statistical reports, charts, spreadsheets, presentations, plans/drawings, policies, procedures, codes, manuals, directories, reference materials or other documentation. Operates a computer to enter, retrieve, review or modify data; performs data entry functions; verifies accuracy of entered data and makes corrections; and utilizes word processing, spreadsheet, database, desktop publishing, presentation, financial system, optical scanning, calendar, email, Internet, or other programs. Performs basic support of computer systems and general office equipment, such as backing up data, replacing paper, ink, or toner, assisting users with routine operational issues, and coordinating service/repair activities as needed. Attends various meetings as needed. Maintains confidentiality of departmental issues and documentation. Communicates with supervisor, employees, other departments, Town officials, vendors, contractors, consultants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional duties when assigned to the Engineering & Public Works Department: Receives incoming service requests from residents, other divisions, other departments, contractors, or other individuals; enters service request data into computer to produce work orders. Generates work orders; distributes work orders to division work crews; schedules maintenance inspections; receives completed work orders from work crews; enters pertinent data from work orders into computer; reviews backlog reports to identify or research status of outstanding work orders; closes completed work orders and maintains records. Generates or prepares various work order reports; develops quarterly public works work summary reports and submits to department management; prepares productivity and utilization reports to track hours applied to work orders and each section's percentage of utilization; prepares available hours reports to track available hours for work order production. Perform department administrator duties for the Lucity software. Provides software training of departmental specific software; provides one on one training as needed. Assists with safety training coordination and scheduling; tracks attendance and produces reports. Tracks employee held certification/licenses; maintains files and database records of certification/licenses; tracks expiration dates and schedules required training for employee to maintain active certification/licenses. Assists with contract administration; monitors department maintenance contracts to ensure compliance with terms of contract; monitors and/or inspects work performed by contractors; follows up with contractors to resolve deficiencies; meets with contractors when needed; maintains files of maintenance contracts. Acts as liaison to Risk Management for damage to Town Property; documents associated costs, obtains police reports, photos, price quotes for repairs; composes memo of total costs of repairs; forward documentation to Risk Management for possible reimbursement of damage related costs. May serve on the Town's Safety Committee. Handles permitting for the department and is knowledgeable in using the Town's permitting software.

Additional duties when assigned to the Planning and Zoning Department: Performs recording secretary duties for the Historic Resources Board.

Additional duties when assigned to the Police Department: Coordinates annual in-service training topics, schedules in-service trainings, registers staff for advanced training courses, and acts as a training assistant to the training coordinator. Sends training announcements, prepares rosters, reviews lesson plans, and manages course evaluations. Prepare and process filing packets of arrests; verifies accuracy of documentation and signatures; forward packets to the Office of the State Attorney as appropriate. Ensures town-wide trainings are completed within the Police Department and tracks required training for staff. Enters training into necessary systems and provides training information to other departments/individuals as necessary. Maintains department-wide training records and FDLE training requirements. Maintains an understanding of the Florida Sunshine Laws. Coordinates and schedules extra duty details for police personnel.

Additional duties when assigned to the Utilities Department: The Utilities Administrative Specialist Team is cross-trained on shared departmental responsibilities and division specific functions for Utilities Administration, Water Plant, and Water/Stormwater Field Operations. Administrative Specialist may provide backup coverage and assistance to other Utilities divisions as needed; however, division-specific duties generally reflect the employee's primary area of assignment.

Shared Utilities Department Duties: Assists with the annual review, update, editing, and distribution of the Utilities Hurricane Plan; Tracks hurricane preparedness supplies, ensures necessary storm-specific items are stocked prior to hurricane season, and purchases supplies needed for storm events and emergency operations. Schedules, plans, and coordinates various departmental functions, meetings, trainings, and related activities. Tracks employee-held certifications and licenses; maintains files and database records of certifications/licenses; tracks expiration dates; and schedules required training for employees to maintain active certifications/licenses. Assists with contract administration; monitors department maintenance contracts to ensure compliance with contract terms; monitors and/or inspects work performed by contractors; follows up with contractors to resolve deficiencies; meets with contractors when needed; and maintains files of maintenance contracts. Creates, edits, distributes, and mails Utility informational materials, presentations, brochures, flyers, public notices, and other related materials, as assigned. Assists with preparation and distribution of bulk mailings and surveys. Responsible for ordering and tracking staff uniforms, processing uniform reimbursements, maintaining relatable records, and coordinating required manager approvals. Monitors and assists with JupConnect inquires within the assigned SLA's for each category. Provides backup administrative support to Utilities Administration as assigned, including assisting the Administrative Specialist III and/or management.

Water Plant: Assists with preparation of various applications for annual award documents