Administrative Assistant III​/Public Utilities

Reports To: Public Utilities Director

FLSA Status: Non-Exempt

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

Pay Grade: 113

Safety Sensitive: No

The purpose of this job is to provide administrative, clerical and computer support to departmental staff. Duties and responsibilities may include, but are not limited to, preparing and processing correspondence, payroll, and other documents; assisting with developing and compiling various budget and financial documents; maintaining files, appointment calendars, and financial or other related reports or documents; receiving and disseminating calls, mail, messages or other correspondence;

performing research functions; acting as a liaison between department, government, public and other parties and performing additional tasks as assigned.

Work Schedule: Monday
- Friday 8:00 a.m.

- 5:00 p.m.

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 ACC's safe driving policy.

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, payroll processing, 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.

Must possess or have the ability to acquire Notary Public status.

Must possess a valid driver's license.

Supervisory experience is preferred.

Associate's degree in business, accounting, secretarial science, or related discipline preferred.

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.

Creating, proofreading, and documenting correspondence and agenda reports. These reports are prepared for the Mayor & Commission and must be clear, concise, and submitted punctually.

Strict adherence to the chain of command is essential.

Coordinating calendar management for the Director, Assistant Directors, and scheduling building meeting rooms.

Communicating with internal and external consultants, senior management, and the Athens community-at-large.

Maintaining professional office etiquette at all times. This includes answering phone calls, providing detailed information to callers, and directing information to the appropriate parties. Knowledge and comprehension of departmental operations are required.

Handling Open Records Requests as the designated O.R. contact for the Public Utilities Department. O.R. requests are deadline-driven and must be processed accordingly.

Managing Sanitary Sewer Overflow Reports including submission to the Environmental Protection Division, and notifications in the legal organ with time specific deadlines.

Processing payroll entries, timekeeping, and other Human Resources-related documents and procedures, requiring a high level of confidentiality.

Managing financial systems related to accounting, invoicing, requisition entry, credit card reconciliation, travel arrangements, and reconciliations.

Routing all documents requiring the Director’s signature, tracking their progress, and ensuring timely processing.

Assisting with new employee evaluations (currently not integrated into the Per Pro system).

Prepares, edits, copies and/or types correspondence, memoranda, reports or other related materials; assists staff with developing and implementing administrative procedures and practices; assists with other projects and events as necessary.

Reviews, prioritizes, and schedules work requests, facility usage, appointments, events, meetings and conferences for appropriate staff, the government or the public; maintains calendar of events; makes travel and accommodation arrangements if necessary; prepares and processes travel reimbursements and other related documents.

Assists staff, governmental employees, elected officials and the general public by researching and providing information for various purposes and for inquiries into governmental or departmental activities, programs, functions, polices or events; may represent department on various committees/boards or in court proceedings, to obtain/supply information, testify, or record minutes.

Assists with the development of the Department’s budget,…