Administrative Assistant - Water Distribution

GENERAL PURPOSE:

Performs a variety of office and clerical work for the Water Distribution Department. Prepares and updates a variety of reports, internal reviews and manages the department administrative office.

SUPERVISION RECEIVED AND EXERCISED:

Works under the general supervision of the Water Distribution Superintendent. No supervision is exercised by this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Responsible for the day‑to‑day administrative functions and duties related to the Water Distribution Department.

Generates letters, statements, memos, minutes, purchase orders, complex statistical reports, legal, accounts payable and other documents as required.

Maintains records on departmental activities.

Assist and maintain regulatory reports for state agencies such as the Texas Commission on Environmental Quality (TCEQ) and the Texas Water Development Board (TWDB).

Keeps time and related personnel records for department employees.

Serves as the representative of the Water Superintendent in contacts with other employees, officials, and the general public, and in scheduling appointments.

Responds to routine inquiries about the Water Distribution Department and may be assigned primary responsibility for processing work relating to one or more specific function(s).

May serve as receptionist or dispatcher for Water Distribution Department and subordinate sections.

Responsible for gathering information for and preparing regular reports.

Receives and issues receipts for payments.

Receives and distributes mail.

Studies, standardizes, and recommends new or revisions to existing procedures to improve self-efficiency and efficiency of departmental operations.

Creates and/or maintains effective filing system.

The employee must have the ability to work well with others and have a good/pleasant attitude.

Performs other essential duties as assigned by the Water Superintendent required to achieve successful operations of the department.

Must be able to follow directions.

Regular and timely attendance is an essential job function.

PERIPHERAL DUTIES:

Serves as a member of various employee committees, as assigned.

Other Duties as assigned.

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience:

High school diploma or equivalent, and;

Two (2) years of experience in office administration in a governmental entity preferred, or;

Any equivalent combination of education and experience;

Must type 45 WPM accurately;

Must possess a valid Texas Driver's License by date of hire.

SPECIAL REQUIREMENTS:

Certification in NIMS ICS-100, ICS-200 & IS-700 required within 12 months of employment.

Must obtain the Texas Water Development Board (TWDB) Water Loss Audit certification within 6 months of employment.

Must be able to follow directions.

Be a self-starter and show initiative.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of and ability to apply correct business English, spelling, and math;

Knowledge of word processing, spreadsheets and basic computer skills;

Knowledge of basic office accounting or record keeping principles;

Responsible, organized, self‑ starter with ability to exercise independent judgment; considerable excellent communication

Ability to deal effectively with the public and outside agencies, and maintain effective working relationships with coworkers and other City departments;

Ability to understand and follow complex oral and written instructions and to request clarification when needed;

Ability to organize data;

Ability to communicate effectively both orally and in writing.

SELECTION GUIDELINES:

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

TOOLS AND EQUIPMENT USED:

Personal computer, including spreadsheet, word processing, and presentation software; central financial computer system; telephone; 10 key calculator; fax and copy machine.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision ability required by this job includes close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

The employee must have the ability to work well with others and have a good/pleasant attitude.