Administrative Support Specialist - $18.12 hourly

Douglas County Water Authority•Douglasville, GA

3d•$0 - $18•Onsite

About The Position

This position provides administrative support to the Water Operations Manager and Superintendents, requiring advanced understanding of processes, data, and/or operations of the department; analyzes information to create and/or maintain associated documents, databases, and complex spreadsheets. This position reports to the assigned Water Operations Manager.

Requirements

High School diploma or General Equivalency Diploma (GED)
two (2) years of clerical experience.
Possession of a valid State of Georgia driver’s license and satisfactory Motor Vehicle Record (MVR).
Knowledge of general office procedures.
Knowledge of department functions, resources and general practices.
Knowledge of grammar, spelling and alphanumeric sequencing.
Knowledge of business English, spelling and ability to make arithmetic computations.
Knowledge of Microsoft computer programs and software.
Skill in typing, data processing and file maintenance.
Skill in applying responsible attention to detail as necessary in preparing reports and correspondence.
Skill in general clerical functions, organization, and interpersonal interactions.
Skill in producing spreadsheets and correspondence.
Ability to expedite a large flow of detailed work and make arithmetical calculations with speed and accuracy.
Ability to create and maintain files and records.
Ability to work independently with minimal supervision.
Ability to follow both oral and written directions.
Ability to operate commonly used manual and automated office equipment.
Ability to use and troubleshoot various computer and standard office equipment.
Ability to interact with and communicate with general public in a friendly productive manner.
Ability to maintain moderately complex clerical records; prepare reports from such and to check for accuracy.
Ability to make routine decisions in accordance with procedures, laws and regulations and to apply these to work problems.
Ability to use coding and filing systems.
Ability to interact effectively and appropriately with employees and the public.

Responsibilities

Performs complex and moderate to difficult clerical work including but not limited to record processing, and general office support functions involving a variety of tasks.
Provides internal and external customer service via phone, email and in person; responds to inquiries, takes messages, and refers inquiries to the most appropriate parties when appropriate.
Exercises confidentiality in the performance of the job duties, including knowledge of organization recommendations, legal documents, contracts and any other sensitive information; assures security and confidentiality of such information and documentation.
Maintains and orders office supplies, as assigned and when needed.
Uses computers and word processing software to process letters, forms, reports, schedules, manuals, booklets, and related paperwork for Water Operations Divisions.
Creates and maintains various power point presentations used for training sessions, classes, visits, and tours.
Coordinates meetings with internal and outside staff for the Water Operations Manager.
Coordinates plant tours, plant inspections, and other WSA related events.
Coordinates daily vendor work assignments.
Checks in all plant visitors and maintains the visitor entry and exit logs.
Coordinates monthly employee meetings, safety meetings, internal/external training sessions and related meetings.
Sets up training room including tables, chairs, laptop and other office equipment for conference calls and sessions.
Works with the Water Operations Manager to prepare documents, data, spreadsheets and related material for monthly Board Work Sessions, monthly Board Meetings, semi-annual Board Work Workshops and various other meetings.
Prepares brochures, documents, and displays for Water Operations Divisions.
Assists with departmental payroll time sheet preparation and submittal.
Transcribes data from separate reports to a summary schedule or table – involving the use of judgement in the selection of proper detail.
Performs data entry of operational data for tracking and reporting in various software including but not limited to: Excel, Word, Access, Power Point, and GIS.
Receives, opens, logs, sorts, time-stamps and distributes mail; prepares materials for mailing.
Assists in sending out mass mailings.
Performs basic research and compiles documents needed for various reports.
Prepares and completes forms and composes letters.
Sets up and maintains specialized paper and electronic office files.
Files letters, reports and related technical information in the prescribed manner.
Performs work at assigned location during specified business hours.
Performs other related duties as required/assigned.