Administrative Assistant II / Public Utilities Water Reclamation

Administrative Assistant

The purpose of this job is to perform administrative/secretarial functions and to provide general support to assigned section of the Public Utilities Department. Duties and responsibilities include, but are not limited to: preparing, reviewing, disseminating and/or filing routine correspondence and reports; processing the assigned division's payroll; answering the telephone and relaying messages; maintaining account ledgers; processing invoices and purchase orders; receiving, processing and distributing mail; maintaining records; and performing additional tasks as assigned.

Minimum Training & Experience Required to Perform Essential Job Functions:

High school diploma or equivalent, with two years of secretarial, governmental bookkeeping, accounting, computer applications and training or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must possess a valid driver's license. Associate's degree in business, secretarial science or related discipline preferred.

Essential Duties, Responsibilities:

Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary; monitors two-way radio and dispatches messages.

Prepares and/or generates routine correspondence, letters, memoranda, forms, reports and other documents via computer.

Receives, processes and forwards work requests to supervisor for distribution to appropriate crews.

Processes payroll for assigned division and maintains employee attendance and leave records.

Coordinates calendar activities to include planning/scheduling appointments, meetings, interviews, etc.; updates on a regular basis; contacts parties involved as appropriate.

Prepares budget transfer requests, purchase requisitions, and authorizations for payment of invoices; prepares, processes and completes purchase orders; prepares and reconciles expense reports; maintains records.

Assists in gathering data for budget preparation; monitors expenditures under current budget.

Maintains ledger of accounts for projects.

Prepares requests for journal entries.

Assists in preparing equipment specifications.

Coordinates travel arrangements, accommodations, or other travel-related plans; prepares travel advances and reimbursement requests.

Prepares departmental files and maintains file system of departmental records.

Receives, opens and reviews incoming mail; determines routing and distributes as appropriate; prepares outgoing mail.

Copies and distributes correspondence, memoranda, reports and other related materials.

Maintains inventory of departmental supplies; initiates orders for new or replacement materials.

Prepares paperwork for new hires, resignations and termination of employment.

Provides information to the public concerning departmental policies, procedures and services.

Acts as system administrator for office equipment; maintains supply inventory; performs basic maintenance functions; initiates communication with service representatives, and provides information concerning operational and/or mechanical problems associated with machine.

Responds to routine requests for information from officials, employees, members of the staff, the public or other individuals.

Greets visitors, ascertains nature of business, assists and/or directs visitors to appropriate person.

May attend meetings, record and transcribe minutes and distribute as appropriate.

May serve as fixed asset coordinator and maintains inventory records.

May calculate, prepare and mail invoices to customers for fire hydrant usage.

May handle reconciliation of P-cards purchases.

May provide back-up coverage for customer service representative as needed.

Performs other duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of the policies, procedures, and activities of the Public Utilities Department as they pertain to the performance of duties relating to the position of Administrative Assistant.

Knowledge of the terminology used within the department.

Knowledge of applicable federal/state laws, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties.

Knowledge of modern office procedures, payroll procedures, and bookkeeping practices.

Skill in organizing and maintaining files, in oral and written communications, and in dealing with the general public.

Skill in utilizing various word processing, spreadsheet, database and/or other software programs relevant to the position.

Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors and other staff members.

Ability to use independent judgment in routine and non-routine situations.

Ability to handle the required mathematical calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan, organize and/or prioritize daily assignments and work activities.

Ability to comprehend and apply regulations and procedures of the department.

Ability to operate various office equipment including a computer, printer, calculator, copier, facsimile machine, two-way radio, and telephone.

Ability to type with speed and accuracy.

Supplemental Information:

ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, printer, calculator, copier, facsimile machine, two-way radio, and telephone. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers, assistants or supervisors.

LANGUAGE ABILITY: Requires ability to read a variety of informational documentation, directions, instructions, methods and procedures. Requires the ability to prepare letters, reports, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to individuals with poise, voice control, and confidence.

INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including terminology related to public utilities, bookkeeping, and radio dispatching.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a variety of machinery and equipment including a computer, printer, calculator, copier, facsimile machine, two-way radio, and telephone.

MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as automated office equipment, secretarial supplies, and computer supplies. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone and two-way radio.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job