Administrative Coordinator (Water Distribution)

Location City of Griffin Description The individual in this position will provide administrative support to the respective department. Essential duties include the following. Greets visitors; provides information and assistance; takes messages; answers telephone and email correspondence; refers to appropriate personnel; generally, the first point of contact. Receives customer complaints and inquiries; resolves or forwards to appropriate personnel. Prepares correspondence, memoranda, forms, invoices, expense reports, purchase or work orders, reports and check requests, agenda items, and other documents as needed. Organizes and files all departmental correspondence, financial documents, and other departmental significant forms. Orders office and operating supplies and maintains inventory for the department. Ensures copier, fax and other related office equipment are in working order and fully stocked each day. Receives or retrieves, sorts and distributes incoming and outgoing mail and shipments. Performs related duties as assigned. Water Distribution Uses ArcGIS software to retrieve linear asset information for use in creating work orders and relaying information to field crews. Maintains crew/resources, service request, worker orders, and equipment data in computerized asset management software (VueWorks). Maintains customer information and account data in Cogsdale billing system in support of meter change-out program, field service crew, customer support, and management reports. Maintains Water Distribution division employee records and timecards. Maintains and reconciles monthly checkbook registers. Assists with obtaining GA Department of Transportation permits. Provides information and assistance to field personnel as needed. Coordinates work schedule with the Office Administrator in Water Administration office to provide continuous service delivery procedures. Prepares departmental monthly reports as assigned for the Director's review. Reviews invoices from various vendors to insure accurate billing for goods and services received. Prepares Check Request and Purchase Order documents for departmental review and approval. Assists staff at location with various HR forms, Travel Requests, Employee Reimbursements, and Secretary of State license renewal/issuance paperwork. Position Requirements Finger dexterity and needed to access, enter, and retrieve data using a computer keyboard or calculator, and to operate standard office equipment. The work is typically performed in an office setting while sitting at a desk or table or while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee occasionally lifts light objects. Must have good judgement and the ability to solve practical problems and deal with a variety of situations while remaining helpful and pleasant at all times. Must have a professional appearance, positive demeanor, and treat others with dignity and respect, responding promptly to their needs. Must have clear and effective written and verbal communication skills with the ability to interpret such information. Must be able to speak with confidence, clarity, and poise. Must demonstrate a strong sense of initiative and be able to prioritize and perform work independently. Must have the ability to multitask multiple projects or issues simultaneously and meet firm deadlines, prioritizing as necessary. Must have the ability to maintain strict confidentiality and handle sensitive issues with discretion and sound judgment. Must be proficient in typing, data entry, electronic communications, and the use of computers and general computer software, including Microsoft Word, Excel, and email. Must establish and maintain effective working relationships with coworkers and the public. Must have the ability to adapt and react to fast‑changing problems and circumstances with frequent interruptions. Must have the ability to type a minimum of 40 words per minute. High school diploma or GED. Minimum of two years of related experience. Minimum of two years of customer service experience. Employment Type Full‑Time/Part‑Time: Full‑Time Exempt/Non‑Exempt: Non‑Exempt EEO Statement The City of Griffin is an Equal Opportunity Employer and provides equal employment to all people in aspects of employer‑employee relations without discrimination with regard to race, color, religion, marital status, gender, gender identity, sexual orientation, national origin, age, physical or mental disability, genetic information, or past or present membership in the Uniformed Services, applicants to the Uniformed Services, any protected concerted activity or any other legally protected status. Pay Hourly Rate of Pay $18.23 per hour includes competitive benefits package and generous pension plan. #J-18808-Ljbffr City-of-Griffi