Administrative Assistant II (Engineering/Utilities Operations)

Customer Service Representative

Primary responsibility is to provide customer service, answer phone lines, receive HRSD and sanitary sewer fees, and process customer service requests for the Department of Public Works. Performs a variety of administrative duties in support of the Public Works Department. Prepares and distributes correspondence. Responsible for maintaining a variety of records and files. Uses spreadsheet software to perform mathematical calculations and performs some manual calculations. Job responsibilities may include any of the following, depending on the incumbent's functional assignment. This is not meant to be an exhaustive list of job functions, but a representative sample of the type and level of work that is expected in this position. Provides customer service to citizens by answering questions and concerns dealing with stormwater, Chesapeake Bay and wetlands issues; collects various fees such as but not limited to, stormwater, land disturbance activities and BMP agreement fees, sureties, and fees for certificates to construct sewer and water lines; assists customers with the completion of forms and by notarizing documents; assists developers in obtaining fees; and prepares remittances for fees collected. Answers the telephone and directs calls as appropriate; answers a variety of questions pertaining to, but not limited to, engineers' schedules, meetings, complaints, fees, project concerns, agreements, applications, payments; and also assists utilities on sewer backups, and inter-office policies and procedures; enters service requests into the work order system. Compiles, composes, and types material from typed or handwritten copy (transposing minutes), which requires use of a variety of complicated formats for preparing correspondence, memoranda, reports, requests for payment, forms, etc.; assumes responsibility for correctness of spelling, punctuation, format and grammar; performs mass mail merges to include, but not limited to, subdivisions. Responsible for handling fiscal related matters for various divisions within the department; makes payments; maintains spreadsheets on invoices. May serve as liaison for credit card transactions; organizes and logs receipts; reconciles receipts to statements; applies budget codes from budget and general ledger; handles credit card allocations; scans related documents. Reads approval letters, Stormwater, BMP and Land Disturbing agreements, and other documents if necessary in order to extract fees that are due and enters information into databases and files; updates Stormwater information as needed; performs data entry into the Hansen INFOR Work Management System as needed.

Graduation from high school, and 3 years of experience in secretarial/clerical work preferably in a position involving public contact; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities. Possession of valid driver's license issued by the Commonwealth of Virginia with a good record. This job is contingent upon successful completion of pre-employment checks to include criminal history, background and DMV record checks.

Thorough knowledge of office systems, practices, and administration. Thorough knowledge of Microsoft Office (Word, Excel and PowerPoint). Thorough knowledge of business English. Thorough knowledge of basic arithmetic and financial computations to include addition, subtraction, multiplication, division, percentages, and fractions. Thorough knowledge of budget and general ledger. Effective oral and written communication skills. Ability to analyze and evaluate procedures and work methods, and to exercise appropriate judgment in establishing priorities and work methods.

Must be physically able to operate a variety of automated office machines which include a computer, calculator, copier, facsimile machine, etc. Must be able to exert a negligible amount of force to occasionally lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. For a more detailed description: View Document To view our Total Compensation Calculator, click here.