Administrative Specialist II - Utilities Department

Town of Jupiter • Jupiter, FL

12d • Onsite

About The Position

The purpose of this classification is to perform secretarial/clerical work associated with processing information and documentation relating to an assigned department/division. This role provides secretarial, clerical, and administrative support for the assigned department/division, processing documentation related to operations within designated timeframes and according to established procedures. It also offers secretarial and administrative support to management and staff, relieving management of routine administrative tasks, screening communications, maintaining calendars, scheduling meetings, and typing, composing, editing, or proofreading documentation. The position acts as a liaison with other departments, professionals, vendors, contractors, outside agencies, and the public, and performs customer service functions by answering calls, greeting visitors, and providing information. Specific duties vary depending on the department assigned, including coordinating meetings, travel, and supplies, processing purchasing and invoices, managing petty cash, processing payroll, and assisting with budget monitoring. Additional duties are specified for assignments within the Engineering & Public Works, Planning and Zoning, Police, and Utilities Departments.

Requirements

• High school diploma or GED.
• College level course work or vocational training in secretarial science, bookkeeping, and personal computer operations.
• Two (2) years previous experience and/or training involving secretarial work, bookkeeping, office administration, customer service, and personal computer operations.
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job may be considered a replacement for the experience and college level coursework requirements.
• A valid Florida driver’s license is required.
• For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized with the ability to obtain the State of Florida driver’s license within thirty (30) days from date of employment.
• Ability to calculate and/or tabulate data, including performing subsequent actions in relation to these computational operations.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to perform addition, subtraction, multiplication, and division.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form, involving semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties, which are often characterized by frequent change.
• Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
• Tasks may involve extended periods of time at a keyboard or work station.
• Ability to perceive and discriminate sounds and visual cues or signals.
• Ability to communicate orally.
• When assigned to the Police department: The possession and maintenance of FCIC/NCIC certification every two years may be required.
• May require possession and maintenance of valid State of Florida Notary Public certification.

Nice To Haves

• Cross-trained on shared departmental responsibilities and division specific functions for Utilities Administration, Water Plant, and Water/Stormwater Field Operations.
• May serve on the Town’s Safety Committee.
• Knowledgeable in using the Town’s permitting software.

Responsibilities

• Provides secretarial, clerical, and administrative support for the assigned department/division.
• Processes documentation associated with department/division operations within designated timeframes and in accordance with established procedures.
• Provides secretarial and administrative support for management and staff, relieving management staff of routine administrative tasks.
• Screens telephone calls, mail, e-mail, and other communications, initiating appropriate action or response.
• Maintains calendars, schedules meetings, appointments, and activities.
• Types, composes, edits, or proofreads various documentation.
• Acts as liaison with other departments/divisions, professional individuals/groups, vendors, contractors, outside agencies, and the public in matters pertaining to office programs, services or operations.
• Performs customer service functions, including answering telephone calls, greeting visitors, assisting individuals at the front counter/lobby, ascertaining the nature of business, directing callers/visitors, recording and relaying messages, providing routine information/assistance, and distributing forms/documentation.
• Coordinates arrangements for various meetings, including preparing and distributing agendas and meeting packets, notifying participants, coordinating logistics, verifying equipment operation, attending meetings, maintaining attendance records, recording and transcribing minutes, and reserving meeting rooms.
• Coordinates travel arrangements, accommodations, conference registrations, and other travel-related plans for department/division staff and documentation.
• Monitors inventory of department supplies and forms, ensuring availability of adequate materials, initiating requests/orders for new or replacement supplies, conducting periodic inventory counts, and maintaining records of supply usage.
• Processes purchasing documentation, researches products and prices, obtains competitive quotes, enters purchase order data, prepares purchase order authorizations, and maintains purchasing records.
• Receives invoices and processes for approval and payment, reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, assigns proper budgetary codes, and processes invoices to the Finance Department for payment.
• May maintain a petty cash fund for the assigned area, disbursing funds, ensuring proper documentation, balancing the fund, and preparing reconciliation reports.
• Processes payroll documentation, reviews timesheets, makes calculations, researches discrepancies, enters payroll data, and maintains attendance records.
• Assists in preparing and/or monitoring the budget, monitoring expenditures, and preparing budget transfer forms or requests.
• Uses general office equipment and electronic systems to send, receive, copy, scan, distribute, and maintain forms, reports, correspondence, and other related materials.
• Processes incoming and outgoing mail, sorting, opening, distributing, signing for, and preparing outgoing mail.
• Maintains filing and records systems for the department/division, preparing and setting up files, sorting and organizing documents, filing documents, retrieving and replacing files, and purging/shredding/destroying confidential or obsolete documents.
• Maintains current lists, forms, manuals, binders, catalogs, reference materials, and other resources.
• Conducts research of department files, computer records, database files, manuals, Internet resources, or other resources as needed.
• Prepares, receives, reviews, or completes, processes, forwards, distributes or retains various forms, reports, correspondence, logs, notices, checklists, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, status reports, project reports, statistical reports, charts, spreadsheets, presentations, plans/drawings, policies, procedures, codes, manuals, directories, reference materials or other documentation.
• Operates a computer to enter, retrieve, review or modify data, performing data entry functions, verifying accuracy, and utilizing various software programs.
• Performs basic support of computer systems and general office equipment, such as backing up data, replacing supplies, assisting users with routine operational issues, and coordinating service/repair activities.
• Attends various meetings as needed.
• Maintains confidentiality of departmental issues and documentation.
• Communicates with supervisor, employees, other departments, Town officials, vendors, contractors, consultants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Receives incoming service requests from residents, other divisions, other departments, contractors, or other individuals; enters service request data into computer to produce work orders.
• Generates work orders; distributes work orders to division work crews; schedules maintenance inspections; receives completed work orders; enters pertinent data into computer; reviews backlog reports; and closes completed work orders and maintains records.
• Generates or prepares various work order reports; develops quarterly public works work summary reports; prepares productivity and utilization reports; prepares available hours reports.
• Perform department administrator duties for the Lucity software.
• Provides software training of departmental specific software.
• Assists with safety training coordination and scheduling; tracks attendance and produces reports.
• Tracks employee held certification/licenses; maintains files and database records; tracks expiration dates and schedules required training.
• Assists with contract administration; monitors department maintenance contracts; monitors and/or inspects work performed by contractors; follows up with contractors to resolve deficiencies; meets with contractors; and maintains files of maintenance contracts.
• Acts as liaison to Risk Management for damage to Town Property; documents associated costs, obtains police reports, photos, price quotes for repairs; composes memo of total costs of repairs; forward documentation to Risk Management for possible reimbursement of damage related costs.
• May serve on the Town’s Safety Committee.
• Handles permitting for the department and is knowledgeable in using the Town’s permitting software.
• Performs recording secretary duties for the Historic Resources Board.
• Coordinates annual in-service training topics, schedules in-service trainings, registers staff for advanced training courses, and acts as a training assistant to the training coordinator.
• Sends training announcements, prepares rosters, reviews lesson plans, and manages course evaluations.
• Prepare and process filing packets of arrests; verifies accuracy of documentation and signatures; forward packets to the Office of the State Attorney as appropriate.
• Ensures town-wide trainings are completed within the Police Department and tracks required training for staff.
• Enters training into necessary systems and provides training information to other departments/individuals as necessary.
• Maintains department-wide training records and FDLE training requirements.
• Maintains an understanding of the Florida Sunshine Laws.
• Coordinates and schedules extra duty details for police personnel.
• Assists with the annual review, update, editing, and distribution of the Utilities Hurricane Plan; Tracks hurricane preparedness supplies, ensures necessary storm-specific items are stocked prior to hurricane season, and purchases supplies needed for storm events and emergency operations.
• Schedules, plans, and coordinates various departmental functions, meetings, trainings, and related activities.
• Creates, edits, distributes, and mails Utility informational materials, presentations, brochures, flyers, public notices, and other related materials, as assigned.
• Assists with preparation and distribution of bulk mailings and surveys.
• Responsible for ordering and tracking staff uniforms, processing uniform reimbursements, maintaining relatable records, and coordinating required manager approvals.
• Monitors and assists with JupConnect inquires within the assigned SLA's for each category.
• Provides backup administrative support to Utilities Administration as assigned.
• Assists with preparation of various applications for annual award documents; duties may include tracking submission deadlines, updating prior year applications, drafting new applications, gathering related information, preparing photography/graphics, graphs, tables, text, and submitting completed applications.
• Assists the Asset Management and Purchasing Specialist with support tasks related to asset management and purchasing for the Utility.
• Assists management with creating, editing, and distributing plant specific documentation and materials.
• Monitors the Water Treatment Facility access gate; grants and denies access as appropriate.
• Serves as the main point of contact at the Utilities Field Office; greets visitors, assists customers, and directs vendors, contractors, and other individuals to appropriate locations or staff.
• Assists with administration of the Stormwater Utility’s grant programs; creates, edits, and distributes correspondence, letters, and grant agreements, resolutions; tracks status of grants and HOA reimbursement requests, and processes reimbursements.
• Serves as the primary administrative point of contact for the cross-connection control/backflow prevention program; handles administrative program functions including account maintenance, customer contact, mailings/notices, and records maintenance, and related follow-up.
• Assists with oversight of the Utility Field Office (UFO) bulk water-fill station; duties may include setting up accounts, tracking usage, contacting customers, and transmitting monthly usage to the Utilities Business Office for billing and collection of payment.
• Assist with maintaining and tracking of Equivalent Runoff Unit’s (ERU) and collection of fees for stormwater projects; research of project information, as needed.
• Assists with file management, packet assembly, and transmittal of development plan review materials.
• Assists with Munis inventory management functions for the field warehouse, including special purchasing processes, inventory tracking, and inventory reconciliation.
• Performs notarization of documents as needed.
• Performs general/clerical tasks, which may include making copies of audio tapes of meeting proceedings or delivering mail/documentation to personnel.
• Assist other employees or departments as needed.
• Performs other related duties as required.

Benefits

• The Town of Jupiter, Florida, is an Equal Opportunity Employer.
• In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED