This position is responsible for providing administrative support and financial accounting duties in a variety of functions for the Utility Operations Division of Public Works. Days of work: Monday-Friday, 8:00 AM - 5:00 PM.
Processes accounts payable and receivable; code activities to proper accounts, assists int he analysis of expenditures.
Assists in provision of agenda memos to City Administration for City Commission.
Enters purchase orders from departmental invoices; review, verify, and record credit card transactions and allocations for reconciliation, and prepares departments’ interoffice billing.
Ensures bills are paid in a timely and accurate manner while adhering to departmental procedures.
Collects and distributes incoming mail, prepares inter-office and external mail and distributes mass e-mails, as needed.
Maintains databases, filing systems, and records, whether electronic or paper, for the purpose of providing documentation in accordance with administrative and legal requirements.
Point of contact for queries, requests, or issues and is integral in providing accurate and timely information and assistance.
Resolves issues for customers and staff, both internal and external, and refers to appropriate personnel.
Provides administrative support to divisions for various special projects.
Generates work orders and service requests.
Composes a variety of correspondence.
Suggests edits and improvements to, maintains and updates websites.
Maintains office supply inventory, solicits quotes and reorders as needed.
Maintains meeting room schedules, office files and records.
Creates, maintains, edits prints and updates office forms and documents, reports and correspondence.
Arranges and attends meetings, makes employee travel accommodations and provides support.
Performs related duties to assist Utility Operations, including Water and Wastewater Treatment Plants.
Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for three to four years.
Knowledge of modern office practices and procedures.
Knowledge of city and departmental policies and procedures.
Knowledge of computers and job-related software programs.
Knowledge of records management principles.
Knowledge of customer service principles.
Knowledge of Public Works operations and facilities is beneficial.
Skill in prioritizing and organizing work.
Skill in the provision of customer services.
Skill in the maintenance of files and records.
Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
Skill in oral and written communication.