Administrative Assistant III- Electric - Denton, United States - City of Denton (TX)

Description

Summary

Responsible for performing moderate-to-complex administrative and technical dutiesadministrative detail, discretionary decision-making, and specialized knowledge. Independently administers assigned responsibilities ensuring excellent customer service.

Essential Functions and Other Important Duties


ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


DUTIES

• Provide information regarding division policies and procedures to internal and external stakeholders; update division policies and procedures as directed.
• Principle secretarial support to the department; calendaring, note taking, arrange meetings, conferences, and travel.
• Assist with the planning, and execution of events, including but not limited to, set-up and/or break down, coordination of meetings, ordering, shopping for supplies and following up with internal and external stakeholders.
• Maintain official documents and retention; monitor records, ensure storage in system-of-record locations, and follow record destruction policy and procedure.
• Performs record keeping duties to assure fiscal and administrative control of department activities, including but not limited to, detailed tracking of expenditures, verification and payment of invoices, prepare/review/process purchase order requests, verify requisitions, and expense and travel reports; ensure data accuracy and compliance.
• Serve as a first point of contact for the department office; screen telephone calls, incoming correspondence and direct and/or guide visitors to their destination.
• Maintain department inventories for office supplies and uniforms; submit supply and/or uniform orders through the City of Denton contracted vendor(s) websites, maintain list of items, acquire product and track date of distribution, as appropriate.
• Produce, proofread, maintain, revise, and verify data for division documents; prepare agenda items, minutes, resolutions, and other related materials, as directed, or needed by leader.
• May conduct simple-to-moderate research to resolve customer concerns and/or identify specialized materials relevant to division projects.
• Perform administrative processes involving payroll procedures, purchase requests, JD Edwards processes and accounts payable; train employees in administrative processes, as needed.

AUDIT/FINANCE/MARKETING & COMMUNICATIONS

• Provide administrative, clerical and customer assistance on behalf of the assigned division leaders and staff.
• Monitor shared email boxes and ensure timely correspondence with all stakeholders.
• Serve as recording secretary and provide administrative support for multiple boards and committees.
• Liaise with council and committee members to set meetings; coordinate with internal stakeholders to create and edit meeting agendas and enter information into Legistar in a timely manner.
• Monitor Legistar entries and review department items; notify leaders if not able to resolve questions, concerns and items needing additional clarification.
• Act as liaison between the division and other internal and external stakeholders.

DEVELOPMENT SERVICES/PLANNING (PENDING FINAL APPROVAL ON SECTION)

• Operate electronic plan review, permitting, retention, and meeting management software as needed to complete work.
• Review project applications for completeness and route to appropriate staff member.

DENTON MUNICIPAL ELECTRIC (DME)

• Provide support to 311 Operations.
• Serve as backup support to Public Utilities Board (PUB), as needed.
• Maintain the accuracy and security of personnel and accident records, reports, and reconciles accident accountabilities to appropriate stakeholders.
• Assist with maintaining DME Apprentice Programs and coordination with Department of Labor.
• Serve as a Notary Public; notarize documents related to legal matters as appropriate.

FIRE

• Act as primary liaison and collaborate with contracted Emergency Medical Services (EMS) billing vendor(s) to resolve financial issues; notifies leadership immediately if not able to resolve concerns.
• Generate, track, and process special services billing for EMS, Hazmat, and training.

LIBRARY (PENDING FINAL APPROVAL ON SECTION)

• Process incoming bankruptcy notices and monthly collection agency bankruptcy reports.

PARKS & RECREATION (PENDING FINAL APPROVAL ON SECTION)

• Serve as the liaison between citizens and the Parks and Recreation Department through the Engage Denton application.
• Administer cemetery software to digitally track and process internment and burial records.

PROCEDUREMENT

• Coordinate and monitor Citywide vending machine contract and program, including acting as a liaison between internal and external stakeholders.
• Serve as a support liaison for benefits and employee-related matters.
• Prepare and deliver deposits for the Procurement/Purchasing Department to Customer Service.
• Review and assign open requisitions for request received Citywide through financial system.

PUBLIC WORKS

• Assist internal and external stakeholder with general knowledge of City of Denton Street names, businesses, and residential areas.
• Assist internal and external stakeholder with general knowledge of Manual on Uniform Traffic Control Devices (MUTCD) and Texas (MUTCD) as it relates to signs markings and traffic signs.
• Utilize software system to request, track and monitor service accounts, and retrieve work orders; provide data to appropriate staff members.
• Research and receive bids for tools to be used in the field.

SOLID WASTE

• Design and implement processes for routing, approval, and electronic storage of Solid Waste Department contracts & agreements; ensure established standard filing procedures are followed.
• Establish and adhere to lease revenue procedures for Solid Waste land and building leases; coordinate with internal and external stakeholders to ensure adequate financial controls are in place and followed.

TECHNOLOGY SERVICES (PENDING FINAL APPROVAL ON SECTION)

WATER/WASTEWATER (PENDING FINAL APPROVAL ON SECTION)

• Utilize software system to maintain service accounts, complete change outs, and retrieve work orders for new meter installations; provide data to appropriate staff members.
• Research and receive bids for tools to be used in the field.
• Order and distribute BTI Briquettes for mosquito control; maintain detailed count and records number handed out to the public and to crews.
• Ensure vehicles or equipment get turned in to Fleet Services for routine maintenance.
• Maintain files for showing how much fuel and maintenance was used for each vehicle or piece of equipment.
• Provide back-up support for Beneficial Reuse sales, including but not limited to answering questions, cash handling, training new staff, or covering shifts in the sales building.

SUPERVISORY/BUDGET RESPONSIBLITIES

• None.

OTHER
DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change at any time with or without notice.

Job Requirements

EDUCATION, EXPERIENCE AND LICENSES/CERTIFICATIONS

• High School diploma or equivalent; and
• Three (3) years of administrative experience customer service, critical-thinking, discretionary decision-making, and handling of confidential matters,

OR

• Associate's Degree from an accredited college or university in Public Administration, Business Administration, Secretarial Science, or related field; and
• One (1) year of administrative experiencecustomer service, critical-thinking, discretionary decision-making, and handling of confidential matters,

OR

• Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.

REQUIRED SKILLS/ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Knowledge of City of Denton policies and procedures.
• Knowledge of office procedures and standard office equipment.
• Skill in analyzing, researching, and compiling data and thoughts to solve problems.
• Skill at the intermediate level, working with Microsoft Office 365, and other software systems to complete work.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Skill in providing exceptional service to both internal and external customers.
• Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
• Ability to establish and maintain effective interpersonal relationships.
• Ability to use software to create spreadsheets and databases, complete word processing, process work orders and access databases.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to handle records and complex situations of a confidential nature.
• Ability to handle difficult and stressful situations with professional composure and confidentiality.
• Ability to work independently while handling multiple tasks and changing priorities with attention to detail.
• Ability to communicate effectively, both in oral and written forms, for the needs of the audience.

CONDITIONS OF EMPLOYMENT

• Must pass a drug test, criminal history background check, and social security number verification.

Environmental Factors and Conditions/Physical Requirements


SAFETY

• Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.
• Follow established safety procedures and techniques to perform job duties including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in work area and/or any conditions that are not immediately correctable to supervisor.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

• Safety Sensitive (Subject to random drug testing): No.
• Tools/

Equipment Used:
Standard office equipment, including computer and peripherals.

• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Lifting no more than 20 pounds and carrying up to 10 pounds.
• Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Travel: Travels to City of Denton buildings and professional meetings as required.
• Attendance: Regular and punctual attendance at the worksite is required for this position. After hours and evening work may be required.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

CORE VALUES

• Inclusive
• Collaborative
• Service-Oriented
• Strategically Focused
• Fiscally Responsible

TOP TIER BENEFITS

• Medical, dental, vision, coverage in addition to life and disability insurance plans?
• Employee Health Clinic
• Paid Vacation Days and Paid Holidays
• Retirement Plan

EEO STATEMENT
City of Denton is an equal opportunity employer.

It is City of Denton's policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity.

All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity.

ADA/EOE/ADEA

This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice.