Administrative Assistant

Utilities Department Administrative Support

Under general supervision, performs a variety of administrative, technical support, and customer service duties for the Utilities Department.

Essential Job Duties:

• Answers phones, communicates with co-workers, greets visitors, answers citizens inquiries or directs calls to the appropriate person, and takes messages for the division
• Receives all purchasing card transaction logs and statements from cardholders in the division and codes all credit card transactions for proper allotment to divisional accounts
• Handles and routes all incoming and outgoing mail
• Maintains vendor files, including contact information and current and past contracts
• Maintains office supplies for the Utilities Department
• Enters, routes and tracks service requests
• Maintains personnel files
• Initiates check requests, purchase orders and requisitions
• Enters payroll information
• Often works independently or with limited guidance to complete tasks
• Completes various tasks using Microsoft office programs and industry-specific software
• Manage the backflow program
• Performs related duties as assigned

Required Contacts: Employee works with the public or other employees answering inquiries and relaying information from various contractors/vendors to field personnel, taking complaints and processing information or making referrals to the proper staff person. Also has contact with outside agencies, such as contractors, vendors, TCEQ, public utility companies, insurance companies, etc., when giving or receiving information regarding various City services.

Physical and Environmental Conditions: Ability to sit, stand, squat, stoop and move about an office.

Required Qualifications:

Knowledge, Abilities and Skills Ability to read and understand manuals and updates regarding City and departmental policies and procedures. Skill in the operation and maintenance of several office machines and equipment, such as computers, calculators, copiers, printers and fax machines, etc. Skill in typing in order to design or complete spreadsheets, forms or word processing assignments. Ability to learn and understand payroll data entry. Ability to learn and understand purchasing and procurement software, payroll software, and other industry-specific software. Skills to communicate both orally and in writing to citizens and other Departments.

Minimum Education, Experience and Certification High school diploma or equivalent plus three to five years' experience working in a similar position. Must complete typing test and a spelling and grammar test. Experience with Microsoft Office required. Valid Texas driver's license required. Notary Public Certification preferred but not required; however, must be qualified to become a Notary Public as part of your job duties.

Wages and Hours: Salary Depends on Experience; Monday thru Friday; 8:00 am until 5:00 pm