Administrative Assistant II - Water Works - FT
City of South Bend, INPOSITION SUMMARY 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. ESSENTIAL DUTIES AND RESPONSIBILITIES Performs Accounts Receivable duties such as invoice preparation and management, and processing of receipts. Accounts payable activities for Water and associated 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 Track KPI measurements from work groups in Water Distribution. Maintains accurate records and files, (daily, weekly, monthly and yearly for all represented Departments within). Greet those coming to the front counter for meetings, 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. Distributes all incoming US mail, interoffice mail and handles outgoing mail. Types/edits correspondence and create spreadsheets and reports for department as directed. Schedules department staff meetings. Generate 811 locate tickets for department related projects. Assists with data entry into maintenance management software programs. Maintains and updates related records as required. Must become familiar with acronyms for Water Distribution. Responsible for the compiling of the Annual Report for the Distribution Department Assumes additional duties and responsibilities as assigned including coverage for other Utlity Managers SUPERVISION EXERCISED N/A KNOWLEDGE/ABILITY Working knowledge of computers and of modern office practices and procedures. Strong computer skills especially in Microsoft Word, Excel spreadsheet and database management are a must. Ability to perform basic office procedures, ability to communicate effectively, verbally and written. Must possess strong customer service, problem solving skills, proficient in grammar, with the ability to function independently in a fast-paced, high volume work environment. Ability to establish successful working relationships, ability to maintain orderly and accurate files, records and reports. Ability to make sound decisions; problem solving. Ability to perform required work without direct supervision. EDUCATION / QUALIFICATION High school diploma or equivalent required; additional college coursework or business-related training preferred. Knowledge of standard office practices, computer applications, and customer service techniques, with experience assisting customers both in person and over the phone. Three (3) years of experience in an administrative or office support role, or an equivalent combination of education, training, and experience. CERTIFICATES, LICENSES, REGISTRATIONS N/A EQUIPMENT Telephone, computer, photocopier/fax/scanned document, 10 key calculator, various office tools and/or equipment PHYSICAL DEMANDS 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 ac…