Administrative Assistant, (A264115-9), 205, Utility Billing

Provides administrative and office support to the Billing Division Superintendent and conducts general administrative duties to maintain office productivity.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

* Review, study, and analyze operational procedures as directed by the superintendent and prepare detailed and comprehensive reports of findings and recommendations.

* Manage and supervise the Non-Deposit and Illegal Connection Programs to assure compliance with City Ordinance and prevent unauthorized connections to the City's water system.

* Review the accuracy of credit adjustments submitted by the Assistant Superintendent and the Supervisor at Customer Service for final submittal to Superintendent for approval.

* Prepare monthly reports to submit to Utilities Management.

* Review, analyze, and assist in the preparation of the department's budget; provide recommendations to the Customer Service Superintendent regarding budget adjustments.

* Coordinate and monitor purchasing procedures to ensure proper funds are charged; verify, estimate, and recommend purchases and processes purchase orders.

* Serve as an aide to the superintendent; interpret administrative policy and relay instruction of policy and procedure revision.

* Review articles, pamphlets, and lengthy correspondence, and changes in codes and ordinances to ensure office procedures and production remain in compliance with local, State, and Federal regulations.

* Conduct and attend Billing Division staff meetings to resolve operating or personnel issues and to discuss changes in departmental policy and procedures.

* Serve as the primary point of contact for customer complaints received by upper management, resolving issues and escalating only when necessary to the Customer Service Superintendent.

* Is responsible in preparing travel requests and calculations and routes documents for corresponding approvals prior to employee's travel.

* Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints.

* Performs administrative routine clerical work, including scanning, filing, organizing, and maintaining records and documentation;
May be required to assist other divisions or staff when operational needs require support.

* Assist with scheduling meetings, reserving conference rooms, preparing agendas or materials, taking notes, and meeting minutes when requested.

* Will be required to drive a City vehicle for city-related business.

* Performs other related duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

* Knowledge of cash handling, accounting, and record keeping.

* Knowledge of City of Laredo policies, procedures, and processes.

* Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400.

* Knowledge of English grammar, spelling, and punctuation.

* Knowledge of the methods and practices of assembling and analyzing data.

Skills and Abilities:

* Skill in planning, organization, and time management.

* Skill in customer service delivery.

* Skill in performing a variety of duties, often changing from one task to another of a different nature.

* Ability to maintain attention to detail.

* Ability to maintain records, assemble and organize data, and prepare report.

* Ability to communicate clearly and effectively both orally and in writing, in the English and Spanish language.

* Ability to establish and maintain effective working relationships.

* Ability to maintain good planning and organizational skills.

* Ability to receive and follow directions from supervisor.

* Ability to give directions to and gain compliance from assigned staff.

* Ability to project a positive and professional image of the City of Laredo.

* Ability to meet schedules and deadlines of the work.

* Ability to maintain the confidentiality of information and professional boundaries.

* Ability to perform strenuous work and routine work.

* Ability to maintain a valid Texas Driver License and a good driving record.

* Ability to comply with all City of Laredo's policies and procedures.

* Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

* Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.

* Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.

* Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects,…