ADMIN ASST-UTILITIES AND PW in Mount Dora, Florida at City Of Mount Dora

Job Function:

Performs administrative level work, including highly responsible administrative support to three Departments. The job directly interfaces with the public and coordinates responses to utility emergencies and storm events. Work is completed under the general supervision of the Administrative Supervisor and Department Directors and performance is measured through the results of assigned work. The employee works with considerable independence and initiative.

Essential Duties:

1. Provide administrative assistance to three Directors and various Staff members.
2. Primarily meets, greets and directs the general public.
3. Primarily answers incoming phone lines for Public Works, Utilities & Plant Operations and Electric Utility Departments, taking messages, creating work orders and directing callers.
4. Distributes information according to City/Department ordinances, rules, regulations and policies.
5. Assist in dispatching trouble calls on city-wide radio by gathering important pertinent information from the public and transmitting it to the field to minimize outage time.
6. Assist in maintaining all department’s work order files by creating and closing work orders and updating their status in the BS&A software program
7. Handles all mail, incoming and outgoing for the Departments. Also reviews and distributes all incoming mail.
8. Research, compose and type effective correspondence and memorandums, charts, and reports and makes copies as needed.
9. Establish and maintain filing system/records for the departments. Follow retention schedules according to the State Records Retention Standards.
10. Prepare various city forms as needed by the three departments. Process and assist with budget transfers and amendments.
11. Assist in calculating time cards and prepare payroll time sheets.
12. Assist in requisition of materials and supplies, enter coded invoices for payment, prepare check requests, and if necessary budget transfers and amendments.
13. Perform related functions for Department Directors, Division Managers and Crew Leaders as assigned.
14. Give out information according to department rules, regulations and policies.
15. Performs other related functions as assigned.

Knowledge, Skills, and Abilities:

• Thorough knowledge of office equipment, business English, punctuation, mathematics and spelling; modern office practices, procedures and organizational operations.
• Exhibits good judgement and the ability to troubleshoot issues when responding to inquiries and dealing with the public.
• Ability to deal with emergency utility situations. Ability to assemble and organize data and compose effective and accurate reports.
• Work well with others.
• Prioritize work load and meet deadlines.
• Maintain confidentiality.
• Ability to communicate effectively in English, verbally and in writing.

Required Qualifications:

• High School Graduate or GED required.
• Must have at least two (2) years of office/administrative experience
• Excellent typing skills, computer knowledge, and a good command of the English language.
• Training or course work in office/administrative business or related field preferred.
• A comparable amount of education and/or experience can be substituted for the minimum qualifications.
• Must have or ability to obtain a valid Florida Driver’s license.
• Complete the required National Incident Management System (NIMS) training within 6 months of completion of probationary period.

Physical Demands:

• Ability to talk by means of spoken words.
• Acceptable eyesight (with or without corrections).
• Acceptable hearing (with or with hearing aid).
• Ability to lift and carry bulky materials such as banners weighing 10 to 15 pounds
• Sitting most of the time.
• Walking or standing for periods of time.
• Able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must be physically able to operate a variety of office machines and equipment including computer, copier, multi-line telephone, calculator, dictation/transcription equipment, reproduction equipment, fax machine, and two-way radio.

Environmental Conditions:

• Works inside in an office environment.

Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.

Note: Job Descriptions are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. E-Verify Works for Everyone For more information on E-Verify, or if you believe that your employer has violated its E-Verify responsibilities, please contact DHS.

The City of Mount Dora is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Mount Dora will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Mount Dora is a drug-free, smoke-free, EOE.