Administrative Assistant

Macon Water Authority • Macon, GA

35d

About The Position

Performs various administrative tasks to assist the Management team and staff of the Customer Care department.

Requirements

• Knowledge of office methods and procedures with a minimum of 2 years of work experience in an office environment.
• Computer literate, including 40 WPM typing speed.
• A valid Georgia driver’s license with a clean driving record

Nice To Haves

• Associate degree preferred.

Responsibilities

• Maintain Outlook Calendars – Coordinate scheduling for the following
• VP and/or Customer Care Managers
• Conference Room calendars reservations
• Vacation schedule for the units of Customer Care
• Staff Meetings/Scheduling
• Participate in Leadership Meetings and take/distribute meeting minutes
• Assist with preparing the agenda and gathering information for staff meetings
• Schedule 1-1 meeting for VP with Direct Reports
• Assist with registering and scheduling employees for development training
• Timekeeping/Payroll Management
• Coordinate Yearly vacation planning for Customer Services and Field Service associates
• Serve as backup to Supervisors in reviewing and approving employees' weekly time in ADP.
• Resolve any employee reoccurring ADP administrative issues with HR.
• Review sick time and vacation time balances on supervisor and employee requests.
• Staff Support
• Research, schedule, and book travel for CS Leadership Team conferences, seminars, and other business trips.
• Maintain travel/seminar reimbursement/per diem forms and ensure compliance
• Maintain supply inventory by checking stock and anticipating needed supplies
• Ensures operation of equipment by ensuring preventive maintenance requirements and contacting the necessary individuals for repairs
• Coordinate any special events within the department (Customer Service Week, Retirements, Appreciations, etc.)
• Reconcile purchasing card summary each month
• Collect purchasing requests from supervisors and prepare requisitions using vendor and cost analysis for VP or Manager approval
• Maintain all keys for all department supervisors and employees.
• Issue and keep track of all key responsibilities for all employees, including vehicles.
• Reporting/Recordkeeping
• Maintain department purchase order records
• Track all operating expense purchase requisitions and resulting purchase orders.
• Ensure all department purchases are processed for payment upon receipt.
• Track all Capital Improvement Project purchase requisitions and resulting purchase orders.
• Ensure all CIP purchase orders are executed, and work is scheduled for completion.
• Ensure all vendor services are delivered to MWA and payment processed upon completion of services.
• Maintain all department service agreements and other signed vendor contracts.
• Ensure service agreement renewals are completed
• Maintain individual employee personnel files for the customer service department
• Maintain truck maintenance and odometer records
• Assist leadership with compiling appraisals to be sent to HR
• Department Budget Analysis
• Assist with yearly Capital Improvement Project – planning, proposals, and budget analysis for Customer Service and Field Service.
• Assist with yearly operating budget planning, proposals, and allocation for all customer service departments.
• Customer Relations (Internal and External)
• Serve as MWA Facebook administrator for customer communication and emergency/office closure communication
• Maintain IVR for emergency/office closure communication in the call center supervisor’s absence.
• Assist with maintaining the website for customer communication and emergency/office closure communication.
• Maintain lobby, call center, billing, and metered services super sign presentation monthly
• Serve as emergency response leader in case of inclement weather or other emergencies during business hours.
• Ensure customer requests are directed to the correct staff member for a response
• Data Collection and Reporting
• Compile monthly KPIs for the customer service department
• Complete monthly productivity reports for each supervisor
• Develop recurring, or ad hoc reports in excel, Cognos, and Microsoft Access at the request of leadership or others.
• Policy Research and Creation
• Assist training and supervisors with researching, creating, and updating company policies/SOPs.
• Other related duties as assigned
• Assist with bi-annual Macon 5x5 and other project coordination with Macon-Bibb County.
• Assist Business Office Supervisor with setting up the system scheduler and creating

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree