Administrative Assistant II - Water Works

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• Location 215 S. Dr. Martin Luther King, Jr. Blvd,Suite 200,South Bend, IN, ,United States
• Base Pay $48,000.00 - $52,228.00 / Year
• Job Category Water, Administrative
• Employee Type Full Time/Non-Exempt
• Required Degree High school
• Manage Others No

Provides administrative, financial, and operational support to the Water Works Distribution Department. Responsible for coordinating and tracking purchasing activities, processing accounts payable transactions, and maintaining communication with vendors. Supports department operations through accurate data entry, record management, and the creation of spreadsheets, reports, and other documents. Assists with the administration of hydrant permits, water tap work orders, and service line demolition work orders.

Provides payroll support as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performs Accounts Receivable duties such as invoice preparation and management, and processing of receipts.
• Accountspayableactivitiesfor Waterandassociated projects
• Works within the City's HR system to process bi-weekly payroll.
• Generates financial reports, research purchase and invoice history and other functions related to budget and procurement
• TrackKPImeasurementsfromworkgroupsin
  
  Water Distribution.
• Maintainsaccuraterecordsandfiles,(daily,weekly,monthlyandyearlyforall represented Departments within).
• Greetthosecomingtothefrontcounterformeetings,appointments,etc.as needed.
• Assist in issuing water service line disconnection and hydrant usage permits and process water tap work orders. This includes collecting associated fees and supporting documents.
• Handles incoming telephone calls and routes them to appropriate person/department if needed.
• Types/edits correspondence and create spreadsheets and reports for department as directed.
• Assistswithdataentryintomaintenancemanagementsoftware programs.
• Maintainsandupdatesrelatedrecordsas required.
• Mustbecomefamiliarwithacronymsfor Water Distribution.
• Responsibleforthecompilingofthe Annual Reportforthe Distribution  Department
• Assumesadditionaldutiesandresponsibilitiesasassigned including coverage for other Utlity Managers

N/A

• Strong computer skills especially in Microsoft Word, Excel spreadsheet and database management are a must.
• Abilitytoperformbasicofficeprocedures,abilityto communicate effectively, verbally and written.
• Must possess strong customer service, problem solving skills, proficient in grammar, withtheability to function independently in a fast-paced, high volume work environment.
• Abilitytoestablishsuccessful working relationships,abilityto maintain orderly and accurate files,records and reports.
• Abilitytomakesounddecisions;problem solving.
• Abilitytoperformrequiredworkwithoutdirect supervision.

• N/A

Telephone,computer,photocopier/fax/scanned document,10 key calculator,various office tools and/or equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the dutiesofthis job, the employee regularly required to sit, walk, bend, reach, and use hands and fingers to operate standard office equipment. They are frequently required to communicate verbally and in writing and listen effectively in person and by telephone. Requires prolonged periods of working at a computer and viewing computer monitors. The employee must have sufficient manual dexterity to perform data entry, filing, and other administrative tasks.

They are occasionally required to lift, carry, push or pull office materials or supplies weighing up to 25 pounds. Visual ability to read documents, review data, and perform computer-related tasks.

Workisperformedindoors in office environment. Frequently involves extended periods of computer and telephone use, and regular interaction with employees and members of the public.…