WSC Administrative Manager Assistant

City of Flint, MI•Flint, MI

80d

About The Position

Assists an executive with the administrative functions of the office; acts as department liaison with other departmental officials and the general public; performs complex and varied clerical and semi-technical functions requiring a high degree of decision; performs related work as required.

Requirements

Four (4) years experience in the performance of responsible and difficult clerical work.
Thorough knowledge of office practices and procedures and of Business English and arithmetic.
Knowledge and skill in the use of microcomputers and office automation software.
Ability to type forty (40) net words per minute.
Ability to carry out routine administrative and supervisory detail, independently.
Ability to maintain and keep involved clerical records and to prepare accurate reports and tabulations from such records.
Ability to establish and maintain effective relations with fellow workers, outside agency personnel, and the general public.

Responsibilities

Maintains all administrative records and reports for the Water Service Center, such as the preparation and computation of all payroll, personnel, clinic records, and hand reader time clock reports, preparation of contracts, processes all financial records such as purchase orders, requisitions, receivers, resolutions and recommendations for proposal.
Maintains administrative records and reports on fleet vehicles, such as purchasing bids, repairs and usage price.
Using a microcomputer, composes and types a variety of correspondence, reports, manuals, and other documents, applying knowledge of departmental operations and regulations for water and sewer; conducts ordinary correspondence without review. May use database, spreadsheet, or other software to create files and records. Uses the City's office automation network to create, maintain, and file a variety of documents, schedule events, and communicate electronically with other network users.
Scheduling and canceling work orders, inputting, checking, updating, and closing work orders using Utility Billing (UB).
Maintains all records or directs personnel to maintain all sewer and water department records. Processes and investigates all damage claims for the Water Service Center. Processes and disseminates all MR billing for the Water Service Center. Accesses water billing (BSA/UB) to obtain basic information for customers. Processes all trip requisitions, including reservations.
Reads and summarizes reports to facilitate review by department head, gathers and organizes information and statistics on specific topics, and may prepare an analysis of findings.
Assists in the preparation of the annual budget for the water and sewer department of the Water Service Center and maintains control of expenditures, such as contacting vendors and processing petty cash claims.
Assists in all data entry in maintaining all work tracking programs that may be used to track water and sewer work. May also use AutoCAD and/or SCADA systems for this task under the guidance of the Utilities Data Technician.
Receives and interviews visitors, makes appointments and arranges meetings; opens, reads and distributes incoming mail; assembles pertinent files and materials relevant to reply; maintains confidential files.
Performs miscellaneous clerical work, such as requisitioning supplies, tracking available stock and expensing the appropriate crews/departments, answering phones, scheduling appointments, and processing trip requisitions.
Thorough knowledge of water and sewer departments issues, able to effectively address citizen issues and complaints.