Administrative Assistant Utility-II at Village of Grafton – Grafton, Wisconsin

Under the direct supervision of the Assistant Utility Director/Engineer, the Administrative Assistant II - Utility assists the Water and Wastewater Department with a variety of routine and complex, secretarial and administrative work in keeping official and regulatory records, providing administrative support to Utility staff, and assisting in the administration of the standard operating policies and procedures of the department.

This position also may occasionally receive job assignments from the Utility Field Operations Coordinator and Director of Public Works.
Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, data processing, and bookkeeping.

Assists in the preparation of the utility budget, including development of proposed budget figures, labor pool allocations, and year end estimates.

Processes and codes all invoices to the appropriate budget account for check processing. Prepares purchase orders and check request forms for all departmental expenditures. Contacts vendors regarding invoices and purchase orders as necessary.

Tracks operating and capital budget expenditures for activities and projects that the Utility oversees.

Oversees copier contract and assists with equipment maintenance.

Answers in-coming calls and routes callers or provides information as requested.

Assists with all visitors to the WWTP including contact of appropriate utility staff or providing information as requested.

As directed, assists in the procurement of departmental materials, supplies services, and equipment.

Takes and transcribes minutes of public meetings; prepares and distributes minutes and reports.

Assists with Supervisory Control and Data Acquisition (SCADA) system call-outs by clearing SCADA alarms and operator notification during normal operating hours.

Acts as custodian of departmental documents, drawings and records. Establishes and maintains filing systems, controls records and indexes using moderate independent judgement.

Oversees bulk water and septage receiving station including day use contractors, compilation of monthly billing data for finance, annual permitting/renewals, issuance of station cards, and obtaining Village gate cards. Assists contractors/haulers at the WWTP with use of septage/bulk water stations at the WWTP.

Compiles monthly data for use in the Public Service Commission and Compliance Maintenance Annual Report and annual audit including the water pumpage report, electrical usage report, water system parts inventory and water loss summary.

Assists with public notification of the Consumer Confidence Report.

Assists with public education of the Cross-Connection Control Program and other regulatory requirements.

Coordinates annual water and wastewater laboratory sampling bottle orders and assists operators with shipping samples to appropriate laboratory location.

Assists with water and wastewater regulatory sampling data entry into Wisconsin Department of Natural Resources switchboard.

Assists Field Operations Coordination with the meter change out program and scheduling large meter testing.

Collect receipts and complete the monthly summary of purchases for the utility credit card.

Prepares records such as notices, minutes, ordinances, resolutions.

Completes weekly emergency contact notification for persons on-call to participant list.

Schedules appointments and trainings and performs other administrative and clerical duties.

Receives, stamps, and distributes incoming mail; processes outgoing mail.

Maintains office inventories and orders office supplies and materials.

Assists visitors to the WWTP, including contractors, utility customers, consultants, sales persons, and others.

All other duties as assigned.

Regular full-time attendance at this position is required.
Education and Experience:
A. Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, bookkeeping and computer knowledge, and
B. Graduation from a two-year college with an Associates’ Degree for Administrative Assistant A.A.S. or a closely related field.
C. Four (4) years of increasingly responsible related experience, or any equivalent combination of related education or experience.
D. Any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:
A. Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
B. Ability to perform arithmetic computations accurately and quickly; ability to communicate effectively verbally and in writing; ability to establish successful working relationships; ability to work under pressure and/or frequent interruptions.
C. Knowledge of phone switchboard, computer equipment, mainframe computer, printers; software including word processing, spreadsheet and other specialized processing software; copy machine; postage machine; fax machine; base radio; and SCADA system.
TOOLS AND EQUIPMENT USED
Personal computer, including word processing, spreadsheet, database, presentation, and financial software, mainframe computer including SCADA software, 10-key calculator, phone, fax, postage machine, 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 abilities required by this job include 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 to moderate.

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

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.