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REPORTS TO: Superintendent, Division Administrator or Utility Engineer as assigned.

FLSA STATUS: Non-Exempt 

CLASSIFICATION:  Personnel System – Requires satisfactory completion of a six-month probationary period.

PAY GRADE: 110

SAFETY SENSITIVE: No 

Purpose of Job 

The purpose of this job is to perform administrative/secretarial functions and to provide general support to assigned section of the Public Utilities Department. Duties and responsibilities include, but are not limited to: preparing, reviewing, disseminating and/or filing routine correspondence and reports; processing the assigned division’s payroll; answering the telephone and relaying messages; maintaining account ledgers; processing invoices and purchase orders; receiving, processing and distributing mail; maintaining records; and performing additional tasks as assigned.

Job Related Requirements

Work Schedule:  Monday through Friday 8:00 am – 5:00 pm. 

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC’s safe driving policy.

Minimum Training & Experience Required to Perform Essential Job Functions

High school diploma or equivalent, with two years of secretarial, governmental bookkeeping, accounting, computer applications and training or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

Must possess a valid driver’s license.

Associate’s degree in business, secretarial science or related discipline preferred.

Essential Duties, Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. 

Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary; monitors two-way radio and dispatches messages.

Prepares and/or generates routine correspondence, letters, memoranda, forms, reports and other documents via computer.

Receives, processes and forwards work requests to supervisor for distribution to appropriate crews.

Processes payroll for assigned division and maintains employee attendance and leave records.

Coordinates calendar activities to include planning/scheduling appointments, meetings, interviews, etc.; updates on a regular basis; contacts parties involved as appropriate.

Prepares budget transfer requests, purchase requisitions, and authorizations for payment of invoices; prepares, processes and completes purchase orders; prepares and reconciles expense reports; maintains records.

Assists in gathering data for budget preparation; monitors expenditures under current budget.

Maintains ledger of accounts for projects.

Prepares requests for journal entries.

Assists in preparing equipment specifications.

Coordinates travel arrangements, accommodations, or other travel-related plans; prepares travel advances and reimbursement requests.

Prepares departmental files and maintains file system of departmental records..

Receives, opens and reviews incoming mail; determines routing and distributes as appropriate; prepares outgoing mail.

Copies and distributes correspondence, memoranda, reports and other related materials.

Maintains inventory of departmental supplies; initiates orders for new or replacement materials.

Prepares paperwork for new hires, resignations and termination of employment.

Provides information to the public concerning departmental policies, procedures and services.

Acts as system administrator for office equipment; maintains supply inventory; performs basic maintenance functions; initiates communication with service representatives, and provides information concerning operational and/or mechanical problems associated with machine.

Responds to routine requests for information from officials, employees, members of the staff, the public or other individuals.

Greets visitors, ascertains nature of business, assists and/or directs visitors to appropriate person.

May attend meetings, record and transcribe minutes and distribute as appropriate.

May serve as fixed asset coordinator and maintains inventory records.

May calculate, prepare and mail invoices to customers for fire hydrant usage.

May handle reconciliation of P-cards purchases.

May provide back-up coverage for customer service representative as needed.

Performs other duties as assigned.