Hybrid PT Administrative Assistant III (Public Utilities) bei Unified Government of Athens-Clarke County, GA

About the Department

REPORTS TO: Public Utilities Director
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 113 
SAFETY SENSITIVE: No

Purpose of Job 
The purpose of this job is to provide administrative, clerical and computer support to departmental staff and act as the back-up for the Administrative Assistant III as needed. Duties and responsibilities include, but are not limited to:

• Creating, proofreading, and documenting correspondence and agenda reports. These reports are prepared for the Mayor & Commission and must be clear, concise, and submitted punctually. 
• Strict adherence to the chain of command is essential. 
• Coordinating calendar management for the Director, Assistant Directors, and scheduling building meeting rooms. 
• Communicating with internal and external consultants, senior management, and the Athens community-at-large. 
• Maintaining professional office etiquette at all times. This includes answering phone calls, providing detailed information to callers, and directing information to the appropriate parties. Knowledge and comprehension of departmental operations are required. 
• Handling Open Records Requests as the designated O.R. contact for the Public Utilities Department. O.R. requests are deadline-driven and must be processed accordingly. 
• Managing Sanitary Sewer Overflow Reports including submission to the Environmental Protection Division, and notifications in the legal organ with time specific deadlines. 
• Processing payroll entries, timekeeping, and other Human Resources-related documents and procedures, requiring a high level of confidentiality.
• Managing financial systems related to accounting, invoicing, requisition entry, credit card reconciliation, travel arrangements, and reconciliations. 
• Routing all documents requiring the Director’s signature, tracking their progress, and ensuring timely processing. 
• Assisting with new employee evaluations (currently not integrated into the PerPro system).

Job Related Requirements 
WORK SCHEDULE: Monday - Friday 8:00am - 5:00pm; 20 hours a week MAX.

May be required to work on religious holidays. 

Regular and predictable attendance is required. 

Must work cooperatively with others. 

Position Duties

High school diploma or equivalent with three years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required; an Associate's degree in business, accounting, secretarial science, or related discipline preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. 

Supervisory experience is preferred.

Minimum Qualifications

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. 

Prepares, edits, copies and/or types correspondence, memoranda, reports or other related materials; assists staff with developing and implementing administrative procedures and practices; assists with other projects and events as necessary. 

Receives, processes, forwards to appropriate staff or replies to incoming mail, telephone calls and correspondence. 

Reviews, prioritizes, and schedules work requests, facility usage, appointments, events, meetings and conferences for appropriate staff, the government or the public; maintains calendar of events; makes travel and accommodation arrangements if necessary; prepares and processes travel reimbursements and other related documents. 

Assists staff, governmental employees, elected officials and the general public by researching and providing information for various purposes and for inquiries into governmental or departmental activities, programs, functions, polices or events.

Assists with the development of the Department’s Operating budget, compiling cost figures, etc.; prepares, maintains accurate record of and monitors department expenditures; makes necessary line item transfers; maintains account ledgers; may serve as fixed assets coordinator for department and prepare reimbursement requests or tax reports. 

Inventories, assesses need for and orders materials or equipment; coordinates, processes, reviews, submits and verifies bids, purchase orders, invoices and authorizations for payment. 

Collects, enters, maintains, revises and updates various information/certificates into various computers, recorders, and filing/catalog systems or libraries in an effective and efficient manner; ensures work and data are backed up. 

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

May attend training sessions, conferences, and seminars to remain abreast of current local, state, and federal laws, policies and/or procedures related to the Department. 

Assists in the training and orientation of various staff, i.e. community service workers, other administrative assistants in the department, interns, temporaries, etc., as needed; directs work assignments, when necessary. 

Performs other related duties as required by the position. 

Knowledge, Skills and Abilities 

Knowledge of the principles, practices and procedures of the operations and functions of the Department. 

Knowledge of office management and human resource management practices, policies and procedures as necessary in the completion of daily responsibilities. 

Knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the position. 

Knowledge of established organizational, managerial and human relations' methods and techniques. 

Knowledge of and proficiency with the use of computers and software related to the position. 

Knowledge of and ability to operate modern office equipment. 

Knowledge of unified government budget processes and bookkeeping systems. 

Ability to administer policies, procedures, plans and activities and to monitor the performance of subordinates against measured established goals. 

Ability to administer operations and staff plans. 

Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency. 

Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental operations and activities. 

Ability to effectively communicate and interact with subordinates, management, employees, members of the general public and all other groups involved in the activities of the Department. 

Ability to assemble information and make written reports and documents in a concise, clear and effective manner. 

Ability to use independent judgment and discretion in managing subordinates including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems. 

Ability to comprehend, interpret, and apply regulations, procedures, and related information. 

Ability to handle the required mathematical calculations. 

Ability to read, understand, and interpret personnel and financial reports and related materials. 

Ability to communicate both verbally and in writing.

Other Qualifications

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS 
 
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, printer, typewriter, adding machine, photocopier, facsimile machine, and telephone. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. - Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work. 

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things. 

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving / receiving assignments and/or directions to co-workers or assistants / from supervisors. 

LANGUAGE ABILITY: Requires the ability to read and understand a variety of a computer program guides, maps, publications, policy manuals, informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare purchase orders, correspondence, and other assorted reports and documentation using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. 
Requires the ability to speak to people with poise, voice control, and confidence.
 
INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgments in the absence of management. 

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including accounting, personnel, and marketing terminology. 

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages; interpret graphs; compute discount, interest, profit and loss, ratio and proportion etc. 

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment and computer programs. 

MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates. 

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as a computer, printer, typewriter, adding machine, photocopier, facsimile machine, and telephone. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination. 

COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color. 

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency. 

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. 

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or [email protected].

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