PART TIME Administrative Assistant II (Water Business Office)

REPORTS TO:Water Business Office Administrator
FLSASTATUS: Non-Exempt
CLASSIFICATION:Non-Merit - Serves at the discretion of the Department Director
PAY GRADE: 110
SAFETY SENSITIVE:No

Purpose of Job
The Administrative Assistant II provides comprehensive administrative and operational support to the Water Business Office (WBO). This position serves asbackup support to the full-time Administrative Assistant and plays a key role in maintaining continuity of office operations customer service and internal administrative functions. The position requires a high level of organization discretion and coordination across payroll HR records customer-facing activities and office logistics.

Job Related Requirements

Work Schedule: Monday - Fridaybetween the hours of 8 am - 5 pm. Up to 28 hours a week with occasional overtime to include Wednesdays 8 am - 6 pm.

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 job.

Associates degree in Business Administration Office Administration or a related discipline preferred.

Must possess a valid drivers license.

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

Administrative & Office Operations

• Serve as backup to the full-time Administrative Assistant to ensure uninterrupted office operations.
• Provide administrative support to the Water Business Office Administrator including scheduling coordination and meeting logistics.
• Secure meeting spaces and ensure logistics are handled including room setup agendas food arrangements and meeting materials.
• Attend meetings as assigned; take accurate meeting minutes and distribute them appropriately.
• Maintain the WBO absence calendar holiday calendar and ensure required customer-facing notices are posted timely.

Payroll HR and Financial Support

• Assist with payroll preparation and verification; maintain payroll records and attendance documentation.
• Perform P-Card reconciliation and maintain supporting documentation.
• Maintain employee HR files payroll records and other confidential personnel documents in accordance with records retention requirements.

Customer Service & Front Office Support

• Provide additional phone coverage and customer service support as needed.
• Greet customers and visitors determine the nature of their business and direct them appropriately.
• Log and track incoming forms applications and paperwork to ensure proper routing and follow-up.

Records Inventory and Documentation

• Maintain inventory of office supplies; initiate replenishment as needed.
• Track log and organize incoming and outgoing documents and records.
• Maintain organized filing systems for administrative payroll HR and operational records.

Coordination & Communication

• Coordinate with internal staff to ensure administrative deadlines meetings and deliverables are met.
• Distribute information notices and documents to staff and customers as required.

Other Duties

• Perform other administrative and clerical duties as assigned to support the needs of the Water Business Office; performs other duties as assigned.

• 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 and 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 processes and basic bookkeeping practices.
• Skill in organizing and maintaining files and records in both electronic and paper formats.
• Skill in oral and written communication and in providing professional customer service to the general public.
• Skill in utilizing word processing spreadsheet database and other software programs relevant to the position.
• Ability to compile organize prepare and maintain a variety of records reports and information in accordance with departmental and governmental regulations.
• Ability to communicate effectively and professionally with supervisors coworkers and other staff members.
• Ability to use independent judgment in routine and non-routine administrative situations.
• Ability to handle required mathematical calculations related to payroll reconciliations and recordkeeping.
• Ability to utilize and understand computer applications and techniques necessary for daily assignments.
• Ability to plan organize and prioritize daily assignments and work activities to meet deadlines.
• Ability to comprehend and apply departmental regulations policies and procedures.
• Ability to operate standard office equipment including a computer printer calculator copier facsimile machine two-way radio and telephone.
• Ability to type with speed and accuracy.