 |
|
|
|
Department / Division: PUBLIC UTILITIES / ENGINEERING MANAGEMENT
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11
Purpose of Job
The purpose of this job is to perform administrativesecretarial functions
and to provide general support to the Engineering Management section of the
Public Utilities Department. Duties and responsibilities include, but are
not limited to: preparing, reviewing, disseminating andor filing routine
correspondence and reports answering the telephone and relaying messages
receiving monies and maintaining account ledgers processing invoices and
purchase orders receiving, processing and distributing mail maintaining
records and performing additional tasks as assigned.
Essential Duties and 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.
Transcribes, composes, prepares andor generates routine correspondence,
letters, memoranda, forms, reports, applications and other documents via
computer andor typewriter. Prepares development and construction contract documents for water andor
sewer extensions verifies information provided by developers and amount of
fees to be charged to developers arranges for copies to be signed
distributes copies of documents. Prepares and reviews easement acquisition documents for various
construction projects forwards documents to courthouse for recording
purposes. Prepares payroll documentation maintains employee attendance and leave
records. Prepares budget transfer requests, purchase requisitions, and
authorizations for payment of invoices. Maintains ledger of accounts. Receives monies for administrative fees, fire flow fees, specifications,
tap materials, etc. maintains receipt book forwards with account numbers
to Finance Department for processing. Coordinates travel arrangements, accommodations, or other travel-related
plans prepares travel advances and reimbursement requests. Establishesmaintains development file and database of other files on
computer. Maintains logs of all development-related correspondence, including records
of letters of credit, bid bonds, contracts, D.O.T. applications, and
correspondence with statefederal regulatory officials. Prepares departmental files maintains file system of departmental records. Copies and distributes correspondence, memoranda, reports and other related
materials. Maintains departmental library of professional publications, computer
magazines, manuals and reports. Maintains inventory of departmental supplies initiates orders for new or
replacement materials. Coordinates communication within the department by relaying messages and
other information to staff members. Serves as fixed asset coordinator maintains inventory records. Answers the telephone provides information takes and relays messages
andor directs calls to appropriate personnel returns calls as necessary. Responds to routine requests for information from officials, employees,
members of the staff, the public or other individuals. Greets visitors, ascertains nature of business, assists andor directs
visitors to appropriate person. Provides back-up coverage in the absence of Administrations administrative
secretary. Uses knowledge of various software programs to operate a computer in an
effective and efficient manner. Performs other related duties as required.
Knowledge, Skills and Abilities
Has general knowledge of the policies, procedures, and activities of the
Public Utilities Department as they pertain to the performance of duties
relating to the position of Administrative Secretary. Has the ability to
compile, organize, prepare and maintain an assortment of records, reports
and information in an effective manner and according to departmental andor
governmental regulations. Has comprehensive knowledge of the terminology
used within the department. Has the ability to communicate effectively with
supervisors, and other staff members. Has the ability to use independent
judgment in routine and non-routine situations. Has the mathematical
ability to handle required calculations. Is able to utilize and understand
computer applications and techniques as necessary in the completion of
daily assignments. Has the ability to plan, organize andor prioritize
daily assignments and work activities. Is able to comprehend and apply
regulations and procedures of the department. Has a good working knowledge
of applicable federalstate laws, unified government ordinances,
departmental policies and procedures, and departmental methods as required
in the performance of duties. Has a good working knowledge of modern office
procedures and bookkeeping practices. Has knowledge of Athens-Clarke County
Personnel System policies and procedures and departmental rules and
regulations. Has skill in organizing and maintaining files, and in oral and
written communications. Has the knowledge and ability to operate various
office equipment including a computer, printer, typewriter, calculator,
copier, facsimile machine, dictation equipment, two-way radio, and
telephone. Has the ability to type accurately and to record andor
transcribe dictation with appropriate speed. Has skill in utilizing various
word processing, database andor other software programs relevant to the
position.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma (or equivalent) required with an
AssociatesVocationalTechnical degree preferred training in secretarial
skills and two years general office administration, bookkeeping, or related
experience or any equivalent combination of education, training, and
experience which provides the requisite knowledge, skills, and abilities
for this position.
(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,
calculator, copier, facsimile machine, dictation equipment, two-way radio,
and telephone. Must be able to exert up to twenty pounds of force
occasionally, andor up to ten pounds of force frequently. 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 speak andor signal
people to convey or exchange information. Includes givingreceiving
assignments andor directions tofrom co-workers, assistants or
supervisors.
LANGUAGE ABILITY: Requires ability to read a variety of informational
documentation, directions, instructions, methods and procedures. Requires
the ability to prepare letters, reports, forms, etc., using prescribed
formats and conforming to all rules of punctuation, grammar, diction, and
style. Requires the ability to speak to individuals with poise, voice
control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand relatively
complex principles and techniques to acquire and be able to expound on
knowledge of topics related to primary occupation and to make independent
judgment 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 terminology
related to public utilities, bookkeeping, and radio dispatching.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas
add and subtract totals multiply and divide determine percentages
compute discountinterest. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with a variety of machinery and
equipment including a computer, printer, typewriter, calculator, copier,
facsimile machine, dictation equipment, two-way radio, and telephone.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in
using office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as
automated office equipment, secretarial supplies, and computer supplies. 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 eyehandfoot coordination.
COLOR DISCRIMINATION: Requires 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
minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk andor 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 and two-way radio.
DISCLAIMER: THE INFORMATION CONTAINED ON THIS WEBSITE IS PROVIDED "AS IS" AND WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED ON THIS SITE OR IN ANY REFERENCED LINKS. [ Read More ]
|
|
|
