Administrative Assistant; Water Distribution

Job Class, Department,

Reports to:

Job Class: 6506 Department: Utilities Reports to: Utilities Operations Manager

Under basic supervision, performs a variety of responsible administrative, technical support, and customer service duties, using knowledge of the operations and policies of City and the Water Distribution and Wastewater Divisions of the Utilities Department.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Essential duties and responsibilities may include, but are not limited to, the following.

• Performs administrative and technical support functions for the Water Distribution & Wastewater Collection of the Utilities Department, requiring understanding of local government operations and City services; maintains information confidentiality, and performs duties with discretion and within scope of authority; duties may vary according to job assignment and work skills.
• Performs experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, payroll, accounting, and research.
• Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the Water Distribution & Wastewater Collection of the Utilities Department.
• Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.
• Compiles information and materials for special assignments and projects.
• Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
• Maintains personnel and payroll files; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
• Purchases and distributes supplies and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
• Provides informed and confidential technical assistance to customers and others having business with the city; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures.
• Explains City rules, policies, and procedures.
• Supports the divisional operations with regular and timely attendance.
• Arranges and schedules appointments and meetings; assists with the annual budget process.
• Screens visitors and phone callers; resolves issues and complaints as appropriate.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Education, Training and Experience Guidelines:

• High School Diploma or GED required.
• 2 years' clerical and computer experience.

• Policies, rules, and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Operations, services, and activities performed by the Utilities Department.
• Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols, and methods.
• Business computers and standard MS Office software applications.

• Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
• Interpreting and explaining policies and procedures of assigned department.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Entering data with high levels of accuracy and productivity.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

None.

The physical and work environment 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…