Administrative Assistant, (A264115-9), 205, Utility Billing

City of Laredo • Laredo, TX

4d • Onsite

About The Position

Provides administrative and office support to the Billing Division Superintendent and conducts general administrative duties to maintain office productivity.

Requirements

• Knowledge of cash handling, accounting, and record keeping.
• Knowledge of City of Laredo policies, procedures, and processes.
• Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400.
• Knowledge of English grammar, spelling, and punctuation.
• Knowledge of the methods and practices of assembling and analyzing data.
• Skill in planning, organization, and time management.
• Skill in customer service delivery.
• Skill in performing a variety of duties, often changing from one task to another of a different nature.
• Ability to maintain attention to detail.
• Ability to maintain records, assemble and organize data, and prepare report.
• Ability to communicate clearly and effectively both orally and in writing, in the English and Spanish language.
• Ability to establish and maintain effective working relationships.
• Ability to maintain good planning and organizational skills.
• Ability to receive and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.
• Associate's degree or 60 completed college hours from an accredited college/university in Public Administration, Business Administration or related field
• At least five (5) years of experience in advanced administration support
• Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.
• Must be able to function in a principle-based organization that has a culture built on character and core values.

Nice To Haves

• May be required to assist other divisions or staff when operational needs require support.

Responsibilities

• Review, study, and analyze operational procedures as directed by the superintendent and prepare detailed and comprehensive reports of findings and recommendations.
• Manage and supervise the Non-Deposit and Illegal Connection Programs to assure compliance with City Ordinance and prevent unauthorized connections to the City's water system.
• Review the accuracy of credit adjustments submitted by the Assistant Superintendent and the Supervisor at Customer Service for final submittal to Superintendent for approval.
• Prepare monthly reports to submit to Utilities Management.
• Review, analyze, and assist in the preparation of the department's budget; provide recommendations to the Customer Service Superintendent regarding budget adjustments.
• Coordinate and monitor purchasing procedures to ensure proper funds are charged; verify, estimate, and recommend purchases and processes purchase orders.
• Serve as an aide to the superintendent; interpret administrative policy and relay instruction of policy and procedure revision.
• Review articles, pamphlets, and lengthy correspondence, and changes in codes and ordinances to ensure office procedures and production remain in compliance with local, State, and Federal regulations.
• Conduct and attend Billing Division staff meetings to resolve operating or personnel issues and to discuss changes in departmental policy and procedures.
• Serve as the primary point of contact for customer complaints received by upper management, resolving issues and escalating only when necessary to the Customer Service Superintendent.
• Is responsible in preparing travel requests and calculations and routes documents for corresponding approvals prior to employee's travel.
• Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints.
• Performs administrative routine clerical work, including scanning, filing, organizing, and maintaining records and documentation; May be required to assist other divisions or staff when operational needs require support.
• Assist with scheduling meetings, reserving conference rooms, preparing agendas or materials, taking notes, and meeting minutes when requested.
• Will be required to drive a City vehicle for city-related business.
• Performs other related duties as assigned.

Benefits

• As part of the minimum requirements for all positions with the City of Laredo, a thorough background check and certified school transcripts will be required from all applicants who are offered employment.
• Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.
• Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.
• A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at [phone] two days prior to the scheduled interview and/or test if applicable.
• City of Laredo is an Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer. We welcome differences in the form of gender, race, ethnicity, disability, geography, socioeconomic status, age, politics, religion, philosophy, sexual orientation, or gender identity. All applicants who share this goal are encouraged to apply.

What This Job Offers

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