Administrative Associate - Water

PRIMARY PURPOSE: Provides assistance, administrative and office support to the division director, superintendent and supervisors.

SUPERVISION: Direct supervision by Water Superintendent

DESCRIPTION OF WORK:

1. Essential Functions

• Answers all incoming calls to the main water division's phone line. Maintain a phone log of all customer calls.
• Acts as receptionists for building, greeting visitors and directing them to the correct division.
• Assists visitors with water division matters.
• Receives citizen complaints concerning water services and works directly with the Water Superintendent and Supervisors to solve problems.
• Responds and provides follow up to customer, contractor and field personnel inquiries, complaints, and creates work requests for: high bills/leak checks, water quality, installing remote reading devices, new water taps, water tap destroy inspections, water pressure, service and rate information, meter leaks and replacements, meter readings, street/lawn repair, water main breaks, water division specifications, water division policies, fire hydrant inspections, permits and any other requests by superintendent or supervisors.
• Issue Hydrant Use Permits to contractors after required documentation is provided. Prepare invoice to bill the contractor for the use of our hydrant and the water used.
• Directs customer and contractor inquiries regarding backflow device testing procedures and service line leaks to appropriate authorities.
• Creates work orders for all support services and distribution crew functions, tracks schedule for Support Services Supervisor, and creates door hanger labels and sends notifications through Hyper-Reach for planned water shut-downs. Creates outage/water shut-down maps to distribute to various City divisions.
• Monitors locate requests from Missouri One Call. Generates work orders when necessary. Assists residents when inquiring about markings/flags in their yard.
• Responds to water division customer and contractor inquiries regarding locations of underground utilities and meter information.
• Creates and maintains water main break information and runs queries as needed by Water Superintendent.
• Sends and tracks letters to customers requiring meter box, meter stop box, valve repairs and replacements. Follows up with additional letters and disconnect notices.
• Works with customer and Finance Department to prepare one-time adjustments to their water bill, based on an approved leak that was fixed, maintaining One-Time Adjustment spreadsheet.
• Creates customized presentations for division as needed.
• Prepares and sends letters to residents for DNR mandated lead testing.
• Prepares Annual Water Quality Report, completes DNR forms, and distributes reports to various locations, working with the City's Public Information Officer.
• Maintains and updates the monthly water consumption report.
• Maintains and updates the miscellaneous water loss report.
• Creates specifications for new water main replacement projects, working with Water Superintendent.
• Facilitates the sale of Water Division parts to contractors, receives payment and forwards to Finance Department.
• Maintains electronic scanned copies of all tap cards.
• Prepares correspondence and other documents for director and supervisors.
• Creates and maintains files of policies, procedures, correspondence, government bulletins and other publications.
• Schedules employee training and seminars.
• Makes travel arrangements for employees
• Organizes employees' credit card receipts; enters account numbers on employees' procurement statement; reviews for accuracy; submits to director for approval, and forwards to Finance Department.
• Organizes information for reimbursement requests associated with employee training, travel, uniform clothing and safety equipment.
• Organizes and forwards billing information to the Finance Department to bill contractors and others for property damage to water mains, water meters, fire hydrants, etc.
• Organizes and maintains current and storage files, following the document retention polity.
• Maintains employee training records.
• Operates all office equipment including: computer, mobile devices, copier, printers, fax machine, calculator, and other related equipment.
• Creates and maintains reference and user manuals for office procedures and software instructions.
• Maintains adequate stock of office supplies.
• Processes general mail for mailing to either post office or interoffice mail.
• Opens and sorts mail and distributes to appropriate personnel.
• Performs a variety of data entry and maintenance of spreadsheets.
• Maintains building bulletin board.
• Operates radio in accordance with FCC regulations, sending and receiving messages of field personnel.
• Serves on various committees as needed.
• Utilizes NaviLine's Qrep reporting, working with MIS Department when developing new reports.
• Updates/creates drawings in AutoCAD software.
• Scans all documents into City's Laserfiche program.
• Performs other duties as requested or assigned, including temporary help or replacement of other personnel in their positions for short periods of time, as required.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Knowledge

• Comprehensive knowledge of modern office practices and procedures, accurate grammar, spelling, punctuation and standard English usage, business correspondence formats, record keeping and filing systems.
• Comprehensive knowledge of various computer software programs, including Microsoft Office 2010, Word, Excel, Access, and Outlook (e-mail).
• Good working knowledge of AutoCAD software.
• Knowledge of ArcGIS software is a plus.

1. Abilities

• Ability to communicate courteously and effectively with hostile customers, City personnel, and elected officials, by telephone and in person.
• Ability to effectively operate personal computers, mobile devices and printers.
• Ability to effectively operate miscellaneous office equipment, including 2 way radio, fax, copier.
• Ability to type a minimum of 80 words per minute.
• Ability to maintain organized orderly computer and paper files.
• Ability to maintain confidentiality of information.
• Ability to work with minimal or no supervision.
• Ability to work efficiently with interruptions.
• Ability to learn new software programs.

EDUCATION, TRAINING AND EXPERIENCE

High school graduate or equivalent and have post-secondary specialized training with a minimum of three years' experience in an office support/administration position.

WORKING CONDITIONS

Indoor working environment. Possible overtime.

This job description in no way states or implies that these are the only duties to be performed by this employee. This incumbent is expected to perform other duties necessary for the effective operation of the division .

Current Openings for Administrative Associate Water Jobs at City of Kirkwood