Administrative Assistant III

This position is responsible for providing high-level administrative and secretarial support to the Administrative Supervisor for the Utilities Department within the guidelines of departmental and local government regulations. Works with employees, the public, utility companies, engineers, developers, and realtors to provide administrative support.

Key Responsibilities and Performance Standards:

• Serves as a liaison between the assigned department, other County divisions, and external stakeholders including government officials, community partners, and the public. Provides and gathers routine information, coordinates communication with internal personnel, and assists with inquiries requiring sensitivity and professionalism. Directs requests and documentation to the appropriate departments.
• Provides front-line customer service in person, by phone, and through written communication. Responds to questions regarding departmental services, policies, and procedures. Researches and resolves routine service issues or complaints and directs complex matters to appropriate staff. Processes payments for fees and services, issues receipts, balances cash drawers, and prepares deposits.
• Supports departmental personnel processes by preparing onboarding documentation for new employees, processing personnel and payroll records, and reviewing timesheets for accuracy. Monitors and tracks leave balances, resolves discrepancies, and maintains confidential personnel records in accordance with departmental policies.
• Provides administrative support to management and departmental staff by screening calls, responding to correspondence, preparing documents, and maintaining calendars and meeting schedules. Assists with scheduling interviews, coordinating travel arrangements, and organizing departmental activities.
• Maintains electronic and physical records by entering, updating, and retrieving information within departmental systems and databases. Scans and indexes documents, verifies data accuracy, and generates reports or summaries as requested.
• Prepares purchasing documentation, reviews requisitions for completeness, and verifies availability of budgeted funds. Obtains price quotes, processes purchase orders, and reviews invoices for accuracy before submission for payment. Maintains supporting files and resolves discrepancies with appropriate departments.
• Receives, sorts, and distributes incoming mail, packages, and internal documents. Prepares outgoing correspondence, reports, agendas, and meeting materials. Maintains organized filing systems and ensures documents are routed to appropriate personnel.
• Processes operational documentation associated with departmental activities, including maintaining logs, records, and reports used for administrative tracking and reporting purposes. Ensures documentation is complete and stored according to departmental procedures.
• As Required Performs other duties of a similar nature or level.

Position Specific Responsibilities Might Include:

• Knowledge of report preparation and electronic filing practices and procedures.
• Operates standard office equipment and Microsoft office with advanced Excel knowledge.
• Provides general information to customers regarding water and sewer service.

Required Minimum Qualifications:

Education: High School diploma or GED.

Experience: Three (3) years of clerical, administrative support, secretarial, customer service, and or record management experience and/or training; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Knowledge/Skills/Abilities:

• Considerable knowledge of modern office procedures and policies.
• Familiarity with rules, regulations, and procedures of the Utilities Department and the operations of other departments.
• Demonstrated ability to work independently.
• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction.

Performance Aptitude:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reason: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to communicate orally.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.