IN HOUSE Administrative Assistant III (Public Utilities)

Purpose & Job Related Requirements

IN HOUSE ONLY : You must be a current employee with the Unified Government of Athens-Clarke County to be eligible for this position.

REPORTS TO : Public Utilities Director

FLSA STATUS : Non-Exempt

CLASSIFICATION : Personnel System

PAY GRADE : 113

SAFETY SENSITIVE : No

Purpose of Job

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.

Job Related Requirements

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 ACCs safe driving policy.

Minimum Training & Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of secretarial governmental bookkeeping accounting computer applications and training or related experience required; an Associates degree in business accounting secretarial science or related discipline preferred; 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.

Supervisory experience is preferred.

Essential Duties Responsibilities

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 Directors signature tracking their progress and ensuring timely processing.

Assisting with new employee evaluations (currently not integrated into the PerPro 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 Departments budget compiling cost figures etc.; prepares maintains accurate record of and monitors department revenues expenditures billings collections and deposits; makes necessary line item transfers; maintains petty cash fund and account ledgers; may serve as fixed assets coordinator for department and prepare reimbursement requests or tax reports.

Inventories assesses need for and orders materials or equipment; coordinates processes reviews submits and verifies bids purchase orders invoices and authorizations for payment.

Collects enters maintains revises and updates various information / certificates into various computers recorders and filing / catalog systems or libraries in an effective and efficient manner; ensures work and data are backed up.

Greets visitors ascertains nature of business assists and / or directs to the appropriate personnel.

Notarizes official documents.

May attend training sessions conferences and seminars to remain abreast of current local state and federal laws policies and / or procedures related to the Department.

Assists in the training orientation and supervision of various staff i.e. community service workers administrative secretaries interns temporaries etc. as needed; directs work assignments counsels and disciplines employees when necessary and completes employee performance appraisals.

Performs other related duties as required by the position.

Knowledge Skills and Abilities

Knowledge of the principles practices and procedures of the operations and functions of the Department.

Knowledge of office management and human resource management practices policies and procedures as necessary in the completion of daily responsibilities.

Knowledge of all applicable laws ordinances policies standards and regulations pertaining to the specific duties and responsibilities of the position.

Knowledge of established organizational managerial and human relations methods and techniques.

Knowledge of and proficiency with the use of computers and software related to the position.

Knowledge of and ability to operate modern office equipment.

Knowledge of unified government budget processes and bookkeeping systems.

Ability to administer policies procedures plans and activities and to monitor the performance of subordinates against measured established goals.

Ability to administer operations and staff plans.

Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency.

Ability to keep abreast of any changes in policy methods operations budgetary and equipment needs etc. as they pertain to departmental operations and activities.

Ability to effectively communicate and interact with subordinates management employees members of the general public and all other groups involved in the activities of the Department.

Ability to assemble information and make written reports and documents in a concise clear and effective manner.

Ability to use independent judgment and discretion in managing subordinates including the handling of emergency situations determining and deciding upon procedures to be implemented setting priorities maintaining standards and resolving problems.

Ability to comprehend interpret and apply regulations procedures and related information.

Ability to handle the required mathematical calculations.

Ability to read understand and interpret personnel and financial reports and related materials.

Ability to communicate both verbally and in writing.

Supplemental Information

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS : Must be physically able to operate a variety of machinery and equipment including a computer printer typewriter adding machine photocopier facsimile machine and telephone. Must be able to use body members to work move or carry objects or materials. This position requires : walking standing bending stooping pushing pulling lifting fingering grasping feeling seeing talking hearing and repetitive motions. - Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION : Requires the ability to compare and / or judge the readily observable functional structural or compositional characteristics (whether similar to or divergent from obvious standards) of data people or things.

INTERPERSONAL COMMUNICATION : Requires the ability to hear speak and / or signal people to convey or exchange information. Includes giving / receiving assignments and / or directions to co-workers or assistants / from supervisors.

LANGUAGE ABILITY : Requires the ability to read and understand a variety of a computer program guides maps publications policy manuals informational documentation directions instructions and methods and procedures. Requires the ability to prepare purchase orders correspondence and other assorted reports and documentation using prescribed formats and conforming to all rules of punctuation grammar diction and style.

Requires the ability to speak to people with poise voice control and confidence.

INTELLIGENCE : Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgments in the absence of management.

VERBAL APTITUDE : Requires the ability to record and deliver information to explain procedures and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative technical or professional languages including accounting personnel and marketing terminology.

NUMERICAL APTITUDE : Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages; interpret graphs; compute discount interest profit and loss ratio and proportion etc.

FORM / SPATIAL APTITUDE : Requires the ability to inspect items for proper length width and shape visually with office equipment and computer programs.

MOTOR COORDINATION : Requires the ability to coordinate hands fingers and eyes accurately in using office equipment. Requires the ability to use the keyboard lift bend push and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY : Requires the ability to handle a variety of items such as a computer printer typewriter adding machine photocopier facsimile machine and telephone. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye / hand / foot coordination.

COLOR DISCRIMINATION : May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT : Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION : Requires the ability to talk and / or hear : (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity national origin veteran status or genetic information. ACCGov is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodation to participate in the job application or interview process contact Leah Jagatic HR Coordinator Human Resources or .

Key Skills

Abinitio,Environmental Safety,ICWA,Advisory,Fleet,Art

Employment Type : Full-Time

Experience : years

Vacancy : 1