Senior Administrative Assistant - Utilities
This is a non-exempt, full-time, classified position with full benefits. Expected starting salary is minimum of range 16; $17.83 per hour.
DESCRIPTION: Under general supervision of the Utilities Director, plans, organizes, develops and coordinates administrative functions for the Utility department; performs administrative, secretarial and clerical duties in providing supportive efforts to the head of a major department; and performs related duties as assigned.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this classification.
Schedules appointments, takes calls and maintains a monthly and weekly calendar for the department manager and Department activities; reviews and codes all bills to the Finance Department within required deadlines; answers questions and resolves billing problems for the department; drafts purchase orders and other procurement documents, and submits them for approval; opens, reviews and prioritizes mail for department employees.
Compiles periodic reports (e.g. weekly, monthly, quarterly, annual, statistical, fiscal, budgetary, etc.); prepares and submits grant related and funded reports; establishes and maintains grant documentation files for the duration of the grant; assists in development and issuance of grant proposals as requested by the director; prepares grant documents for auditors’ review.
Makes arrangements for department employees to attend training, workshops, seminars, and other professional development programs by making travel arrangements, reserving lodging, obtaining travel approval; obtaining pre-authorized payment of costs, and ensuring reimbursements are completed in a timely manner; orders office supplies (e.g. copier supplies, patrol forms, etc.); serves as the data management coordinator for the departments served.
May serve as receptionist for the department as well as support staff for the director; dispatches messages to out-stationed employees; provides support activities to all sections of the department; researches and conveys information to the general public as well as the department’s clients; interacts with the general public to resolve problems; performs accounting clerical work in the maintenance of fiscal/budgetary files. Assists employees with forms required for reporting injuries, time cards, and leave requests.
Compiles and maintains listing of residential and commercial backflow devices. Verifies backflow testing and certification compliance. Addresses questions from citizens regarding backflow requirements, testing, and certification process. Prepares and mails warning notices to citizens in event of non-compliance. Maintains listings of state licensed backflow device testing and certification technicians.
Provides administrative and bookkeeping support and billing services for reclaimed water use to the department. Prepares department head summary time sheets from attached individual time sheets and forwards documents to the Finance Department. Implements proper accounting management practices/procedures to assure audit accountability. Provides full office management responsibilities to cover the activities involved in a community program environment with significant funds being exchanged each program year; maintains the security of facilities; requires the use of a sign-in/sign out system. Is proficient with the utility billing system and provides backup support to utility billing services as needed.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of applicable federal, state, and local laws, ordinances, statutes, rules, regulations, policies, and procedures.
Knowledge of computer hardware and software capabilities.
Knowledge of research methods and techniques.
Knowledge of proper English, grammar and spelling.
Knowledge of the employee manual.
Knowledge of general accounting principles and billing practices
Skill in developing and maintaining effective interpersonal relations.
Skill in creating and maintaining manual and automated files.
Skill in records management.
Skill in the use of computer applications software.
Skill in oral and written communications.
Skill in coordinating multi-tasking
Skill in the operation of personal computers.
PHYSICAL REQUIREMENTS: This classification is in an office environment requiring mostly sedentary activities for the majority of the workday.
MINIMUM REQUIREMENTS: The equivalent of five (5) years of progressively responsible secretarial or administrative experience including one (1) year bookkeeping experience. Must possess or be able to obtain upon hire a valid Arizona Drivers’ License.