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.

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.

• 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.

• 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.

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, including the human body. Sedentary work involves sitting most of the time. Jobs are…