Administrative Assistant II (Electric)

Job Description

Job Description

SUMMARY

The Assistant, Administrative works under the direction of the Director, Electric Department and is responsible for general secretarial support of the Electric Department Staff. The incumbent will be the first contact with the general public and electricians. The Administrative Assistant must be able to set objectives and accomplish them without the need for frequent follow-up. They will also be responsible for maintaining data spreadsheets, reports and the Electric Department filing system. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

1. Composes and types correspondences, reports forms, etc. Acts as primary department receptionist by answering calls and giving information to callers or routing calls to appropriate officials and places outgoing calls. Explains standard department procedures to customers. Dispatches crews to trouble calls or outages.
2. Acts as first contact to electricians and general public. Writes electrical permits and schedules electrical inspections. Keeps digital and physical records of inspections. Maintains files containing Electrician’s license, bond and insurance information.

1. Maintains schedules of appointments for Director, Electric Department and handles arrangements for training trips, travel schedules and reservations. Reviews expense reports for accuracy and tracks company credit card spending.
2. Maintain Electric Department filing system and databases, including the Street Light Database, Tree Crew Database, Service Extension Fee Database, Right-of-Way Database, and Reliability Database. Files and tracks building permits.
3. Reviews and analyzes Large Power Edit and GRDA Bill Audit. Maintains monthly sales and customer data reports to prepare and submit the Department of Energy EIA 861 and 871 reports. Prepares and submits APPA and MESO Reliability Reports. 
4. Coordinates with Serviceman over daily work orders and locates. Coordinates with Construction Crews on large projects and outages. 
5. Performs Customer History Queries in Caselle for departmental use. 
6. Assists the office staff with any upcoming or ongoing projects. Assists superintendents and crew foremen with product research and updates
7. Will work in case of severe emergency. Assists the Director in dispatching crews and outage tracking in case of widespread outages. 
8. Responsible for Employee Files, wages, Apprentice Data and HIPA sensitive data, assists employees with keeping current CDL physical exams up to date.
9. Explains Electric Department Electric Rates, Service Extension Fees and other fees to customers, contractors, and others with questions. 
10. Other duties may be assigned as needed

SUPERVISORY RESPONSIBILITIES

None required.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Applicants must possess an associate degree (A.A.) or equivalent from a two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience. Must be proficient in Microsoft Office applications (Word, Excel, Power Point). The successful applicant will possess excellent customer service skills and phone presence.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization. Excellent communication skills, both verbal and written. 

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATIONS, LICENSES, REGISTRATIONS (if required)

Valid driver’s License 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to ­­­25 pounds. Specific vision abilities required by this position include close, distant and color vision, depth perception, peripheral vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the incumbent is/may be exposed to outdoor weather conditions and works near moving mechanical parts.

The noise level in the work environment is usually quiet.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their Supervisor.

* Safety sensitive position includes , but is not limited to, any job, assignment, rank or title where any of the following apply: 

Subject to drug and alcohol testing or restrictions promulgated by the U.S. Dept. of Transportation; involves carrying, repairing, transporting or keeping of firearms or ammunition; includes performing any medical or life-saving procedures, or responsibility for procuring, storing, transporting, dispensing or administering any drugs or medical supplies or equipment; involves working with confidential information, documents or material pertaining to criminal investigations; procuring, storing, transporting or otherwise working with hazardous or flammable materials, controlled substances, food or electricity; involves operating, repairing, maintaining or driving heavy equipment, machinery, aircraft, motorized watercraft or motor vehicles, or working in close proximity thereto; a momentary lapse of attention may result in grave and immediate danger to the public, self or fellow employees; requires engaging in any other activity in which the employee is responsible for his or her own or other people's safety.

* Weather Essential position includes employees are declared to be all sworn police officers, all sworn firefighters, dispatchers, emergency road crew employees in the Street Department, and electrical personnel in the Electric Department.

*Civility and Professionalism-  The City of Siloam Springs is a team-based service organization. Maintenance of good internal morale is essential to the City’s success. An employee is required to maintain professional and ethical behavior and act with integrity in all matters. The City of Siloam is committed to providing a work environment that is free from bullying, harassment, intimidation, abusive language, gossip, employees spreading discontent or exhibiting any behavior that is disruptive to the workplace and contrary to the City’s mission.

*Regular Attendance-  Punctual and regular attendance is an essential responsibility of each employee at the City of Siloam Springs. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours, that are not pre-approved or are excessive are disruptive and are to be avoided.