IN HOUSE: Administrative Assistant II (Water Business Office)

IN HOUSE ONLY: You must be a current employee with the Unified Government of Athens-Clarke County to be eligible for this position.

REPORTS TO: Superintendent Division Administrator or Utility Engineer as assigned.

FLSA STATUS: Non-Exempt

CLASSIFICATION: Personnel System Requires satisfactory completion of a six-month probationary period.

PAY GRADE: 110

SAFETY SENSITIVE: No

Purpose of Job

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; 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.

Job Related Requirements

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation responsible for the safety readiness and operation of the vehicle and must abide by ACCs safe driving policy.

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 drivers license.

Associates degree in business secretarial science or related discipline preferred.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

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.

Prepares payroll documentation; distributes employee paychecks; 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; maintains file system of departmental records; maintains gasoline and diesel 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.

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.