in Mohave County, AZ
Job Description
GENERAL DESCRIPTION OF POSITION
Performs routine and complex technical engineering and administrative related work within the Engineering, Utility Administration or Public Works Departments. Manages projects, planning processes and provides information and assistance as requested. Manages records and various department accounting and procurement functions. The Administrative Assistant II is distinguished from the Administrative Assistant in that the Assistant II is responsible for a broader range of duties with more flexibility and independence in making decisions and carrying out tasks (within prescribed procedures) for assigned functions within the department.
SUPERVISION RECEIVED
Works under the general guidance and direction of the City Engineer, Finance Administrator or Public Works Director.
SUPERVISION EXERCISED
Generally none. Some assignments may provide supervision of other support staff, such as Administrative Secretaries, Customer Service Representatives, student interns, and part time staff.
Essential Functions
Essential Functions are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it.
- Performs a variety of engineering, utility billing, or public works office duties, related to routine technical, administrative and related department assigned tasks.
- Researches records, maps and other data to obtain typical engineering and technical data such as location of sewer mains, sewer taps, water mains, hydrants, etc., special property assessments and sewer and water classifications for utility customers. Examines work for exactness and conformance to policies and procedures. Adjusts errors and handles complaints.
- Assists in the review of private project development plans for compliance with codes, regulations, and standards, adequacy of applications for permits and compliance with approved plans. Interprets City ordinances relating to department services and recommends procedures to improve efficiency and effectiveness of operations.
- Pursues collection of delinquent utility accounts, including processing delinquent notices; prepares delinquent off and on service orders; establishes and monitors payment schedules; pursues recovery of bad debt.
- Assists in the coordination of required advertising for bids, reviews construction bids and makes necessary of required advertising for bids, reviews construction bids and makes necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria.
- Assists project management staff with construction of the municipal projects.
- Assists in the maintenance of engineering and infrastructure records, municipal utility regulations, and/or public works records.
- Reviews applications for utility permits, building permits, right-of-way permits, franchise utility permits, etc. Issues routine permits and maintains permit records (applicable to Engineering Department only).
- Performs a variety of office related functions, including preparing permits, correspondence, maps, presentation materials, brochures, reducing field notes, printing materials, answering phones and responding to inquiries from contractors, developers, property owners, staff, and the general public. Receives telephone calls and customer inquiries concerning utility billing or services; handles questions and matters of more technical nature.
- Reviews water/sewer locations and availability with land owners, real estate personnel, engineers, and developers.
- Responsible for computing and setting up payback agreements and assessing developers upon building permit applications (applicable to Engineering Department only).
- Responsible for all monthly utility billing functions to include reviewing exception reports, analyzing customer water usage and variances, processing leak adjustments, and uploading utility bills to third party vendor for distribution.
- Reproduces documents and maps upon request from other City Departments and/or the public; and collects appropriate fees.
- Researches recorded data from City and County records relating to street and utility rights-of-way, annexation and other matters.
- Responsible for uploading and reviewing customer payment activity within the banking and IVR portals on a daily basis.
- Orders supplies for Utility Billing, Engineering or Public Works Department from in-house and outside suppliers.
- Maintains extensive filing system, and ensures proper filing of plans and documents.
- Coordinates conferences with consultants, developers, other utility companies, etc., reserving meeting rooms as needed.
- Assists in preparation and coordination of department budget; prepares cost estimates for budget recommendations; maintains budget files; tracks and reconciles departmental budget accounts, expenditures, transactions, financial statements and reports; investigates discrepancies; estimates expenditures; updates management on budget problems, policies and procedures.
- Drafts, formats and prepares a variety of documents, including custom reports, financial reports, charts, graphs, contracts and manuals.
- Researches and gathers information and data from multiple sources for departmental projects.
- May monitor contracts and agreements for outside services to ensure compliance and proper billing.
- Prepares reports, financial records, contracts, and manuals; assists in the preparation of quarterly and/or annual reports.
- Conducts research and gathers information from multiple sources for departmental projects.
- May plan, coordinate, and schedule meetings and business travel arrangements. Performs a variety of administrative duties, such as planning, scheduling and coordinating various events. Takes and records minutes at meetings, prepares meeting agendas, possesses knowledge in Arizona open meeting law and applies to meetings, follows up on committee assignments; responds to requests for information, processes incoming and outgoing mail, and drafts letters and memoranda. Gathers information and data for department staff and assists with interpretation of such.
- May assist department with records management by establishing, organizing and maintaining filing system; scans and indexes records into electronic document management systems; performs records retention and destruction report preparation.
- Assists in the coordination of required advertising for bids. May be responsible for reviews of bids for supplies and office equipment and make necessary recommendations based on lowest and best bids, competency of vendors and consultants, and the selection criteria.
- May collect payments for record requests, monthly billing, delinquent accounts, registrations, permits and other related department fees.
- Develops, edits, or compiles various department reports such as the weekly activity report, monthly City Manager’s report, monthly project status report, annual strategic plan, etc.; analyzes statistical data and generates standard reports.
- Assists department with special projects and activities, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department.
- Creates, updates, and maintains databases specific to a program, division or department.
- Communicates and acts in a professional manner with the public, co-workers, and work contacts.
- Regular attendance is an essential function of this job to ensure continuity.
- May be required to work early mornings, evenings, holidays or weekends as needed.
- Performs all work duties and activities in accordance with City policies and procedures; follows safety policies and practices, works in a safe manner, and reports unsafe activity and conditions.
PERIPHERAL DUTIES
- May serve as a member of various employee committees
- Writes correspondence, memos and reports to effectively communicate information to customers and others.
- Provides back-up to other related positions.
- Performs related duties as required.
- Performs special assignments as requested.
