Administrative Assistant/Utility Billing – Public Works

GENERAL PURPOSE

Performs a variety of routine and complex secretarial and administrative work supporting multiple City departments, including the Parks and Trails, and Public Works. Provides customer service for utility billing, administrative, technical, and clerical support to department leadership and staff, and assists in the administration of standard operating policies and procedures for assigned departments.

Supervision Received

• Public Works: Works under the direct supervision of the Director of Public Works/City Engineer and receives direction from other departments or divisions as assigned.

Supervision Exercised

• None.

ESSENTIAL DUTIES & RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Public Works/Administrative Support

• Receives the public; responds to inquiries from employees, citizens and others regarding policies and procedures; routes requests for service to the appropriate department.
• Answers and routes in-coming telephone calls; provides information regarding city geography, services, local businesses and community resources as required.
• Responsible for accurately and timely processing city utility bills. Compiles billing statements and reviews computer reports at regular intervals.
• Maintains customer and utility billing records, check and proof transaction postings, prepares periodic statements of receipts/disbursements, prepares lists of delinquent accounts, and collection notices on delinquent accounts.
• Imports utility routes into handheld computers and export information for billing purposes. Sets up accounts for new customers.
• Assists in balancing daily cash register, enters payments into financial system, runs reports, and prepares daily deposit tickets.
• Maintains customer auto pay information, processes auto payments.
• Communicates departmental policies and procedures to the public.
• Codes and submits for payment invoices related to Public Works Building, including approval of Public Works/Engineering credit card statements.
• Maintains and updates Public Works common area calendars, arranges large staff meetings and schedules appointments for department personnel and prepares meeting rooms. Assists with NeoGov or similar HR software, prepares interview packets, initializes Authorization for Background Investigation forms and assists with staff on-boarding/off-boarding as directed.
• Maintains and updates staff cell phones and computers. Provides technical assistance when needed for cell phones, land lines and computers.
• Assists in the procurement of department materials and supplies. Prepares and initiates bids for office equipment and building maintenance contracts.
• Prepares travel voucher and coordinates travel plans for department staff. Arranges and coordinates registration and payment for training, accommodations, seminars and conferences for staff.
• Receives and distributes incoming mail, processes outgoing mail. Maintains postal equipment and coordinates deliveries.
• Schedules and coordinates annual building maintenance as well as all unforeseen building maintenance issues.
• Assists customers with the public works facility bulk water station, maintains weekly refuse start/stop list and other associated water/sewer forms, and tracks necessary documentation.
• Maintains and updates facility security gate and issues gate cards as needed.
• Serves as a Notary Public.
• Prepares reports as assigned.
• Performs other related functions as assigned or apparent.

Peripheral Duties

• Performs other administrative and clerical duties, including assistance and support to other departments, as necessary or assigned.

MINIMUM QUALIFICATIONS

Education & Experience

• Graduation from high school or GED equivalent; and
• Three (3) years of increasingly responsible secretarial or administrative experience including bookkeeping, or;
• An equivalent combination of education and related experience.

Knowledge, Skills & Abilities

• High level of proficiency with Microsoft Windows and Microsoft Office applications, including word processing, spreadsheets, databases, and data processing programs.
• Ability to learn and use specialized software and systems, including GIS and department-specific applications.
• Knowledge of, or ability to learn, basic accounting principles and practices.
• Strong public service skills with the ability to handle stressful situations, manage competing priorities, and work under moderate pressure with frequent interruptions.
• Ability to communicate effectively both verbally and in writing.
• Ability to prepare accurate reports, correspondence, and financial records, and perform cashier duties accurately.
• Knowledge of community resources to assist and direct the public.

Special Requirements

• Ability to acquire and maintain Notary Public certification.

SUPPLEMENTAL INFORMATION

Tools & Equipment Used

• Personal computer and software applications; multi-line telephone or switchboard; calculator; copier; scanner; laminator; postage and credit card machines; fax machine; radio and other standard office and departmental equipment.

Physical Demands

• While performing the duties of this job, the employee is frequently required to sit, talk, and hear; and occasionally required to walk, reach, and use hands to handle objects or controls. The employee may occasionally lift and/or move up to 25 pounds. Vision abilities include close vision and the ability to adjust focus.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderately quiet.

Selection & Application Guidelines

• Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.