Job description
Description
Provides administrative support and completes secretarial work in support of division manager.
**Salary will be determined depending on qualifications of candidates who exceed the minimum requirements as outlined within the job description.
**Additional compensation based on licensure.
Essential Functions
Note
:
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Mainly supports the Utilities Engineering Manager, Engineers, Project Managers and other staff in the following:
Gives administrative support for special projects to Water Operations, Wastewater Operations, Maintenance, Utilities Engineering, Billing and Business Office.
Creates Access databases for more efficient tracking methods
Scanning and indexing into County's document management system
Analyze billing consumption data and Water Plant flows for various reports, spreadsheets, and charts for internal staff and external consultants.
Processes massive mail outs to customers
Creates flyers and brochures for mail outs and events
Answers phone and responds to a wide range of inquiries in a professional and courteous manner.
Composes, types, proofs, and generates reports and forms; mailing through FedEx; schedules meetings; prepares and distributes reports; maintains records as needed; and summarizes minutes of meetings in a timely fashion.
Tracks and schedules training for Utilities Engineering (UE) Division staff. Tracks and schedules work orders for equipment and software issues for UE staff.
Provides backup and assistance to the Department's Administrative Assistant.
Orders office supplies
Performs data entry in multiple databases/software and generates reports and forms.
Collects and manages databases on water irrigation evaluations and water violations.
Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, by implementing changes for more efficient process.
Maintains Equipment and software databases and license renewals.
Generates Purchase Orders for equipment and software purchases.
Receives and distributes customer calls and emails concerning CIP projects and Water Operations Issues.
Maintains and updates AWWA Standards in the Utility Library.
Tracks and maintains timesheets and time-off requests for payroll comparison.
Coordinates vehicle PM schedules.
Maintains records of division account balance and purchase requisition/orders to track accurate operating expenses.
Processes IS work order requests for phones, PCs and software updates, as well as copy center and graphics center requests for the UE division.
Monitor JD Edwards financial system to ensure accuracy in the expense charges as it applies to the UE Division.
Updates and maintains the contact information for the Emergency Operations Center for annual preparedness documents.
Additional Duties
:
Performs other related work as required.
In the event of an emergency, all employees are considered essential personnel and may be required to perform alternate duties.
Minimum Qualifications
High school diploma or GED and two (2) years experience with extensive public contact and/or administrative responsibilities is required.
A comparable amount of education, training, or experience may be substituted for the minimum qualifications.
Additional Requirements
Ability to type 35 words per minute. Must be proficient in Business English, spelling, punctuation, and arithmetic, along with modern office practices and procedures, including record keeping methods.
Must be able to compose effective and accurate correspondence. Must possess the ability to effectively interact with internal and external customers and at all levels of the organization. Must be skilled in written and verbal communication.
Must be proficient with personal computer and general office equipment such as a fax, copier, 10 key calculator, or printers is essential.
Must possess and maintain a valid Florida Drivers License.
Proficiency with Microsoft Office software (Word, Excel, Outlook) and other related software is required.
Proficiency with Microsoft Office software (Word, Excel, Outlook) and other related software is required.
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