What are the responsibilities and job description for the Executive Assistant to Gas & Water/Wastewater Manager position at City of Florence, Alabama?
Job Summary
This position is responsible for all administrative work assisting the Manager of Gas & Water/Wastewater Departments in the operations and management within the departments. Job responsibilities require initiative, independent judgment, and discretion in the performance of job duties and problem resolution using established policies and procedures. This position assists the Manager in budget preparation and preparation of assigned research and reports. Other duties include: leave reports, Workers’ Compensation First Report of Injury, and acting as the department’s personnel coordinator. In the absence of the Manager, this position makes decisions for the resolution of routine problems.
Essential Duties and Responsibilities and Supervision Required
- Responsible for Gas and Water/Wastewater payroll functions, such as timesheets and sick leave records for employees.
- Prepares monthly reports for sick leave accruals and leave taken.
- Serves as the department’s Designated Employer Representative (DER) for Federal, DOT, PHMSA, and APSC drug/alcohol testing.
- Gas Department’s drug/alcohol administrator.
- Maintains/updates current list of employees required for drug/alcohol testing.
- Administers monthly random employee selections for drug/alcohol testing, using the Gas Department’s drug/alcohol software program.
- Prepares annual reports for drug/alcohol testing as required for Federal DOT, Pipeline Hazardous Materials Safety Administration, and Alabama Public Service Commission.
- Attends training programs/seminars related to substance abuse/alcohol abuse.
- Assists with the department’s federally mandated Public Awareness of Natural Gas Plan (PHMSA) and oversees public awareness of the importance of safe digging of underground natural gas and utility lines through advertisements/brochures.
- Assists with ADEM Op Certification program and CEH for all water/wastewater operators.
- Accounts Receivable & Other Accounting Functions for Water/Wastewater:
- Responsible for monthly invoicing using A/R/ software for sale-for-resale customers, contractors, developers, and miscellaneous vendors.
- Responsible for receiving/documenting all payments for Gas and Water/Wastewater services and forwarding payments to the appropriate accounting sections.
- Responsible for maintaining cash receipts.
- Reconciles accounts receivable monthly.
- Prepares and distributes invoice journal and detailed cash receipts reports to the Manager, Accountant, and Chief Financial Officer of Utilities.
- Maintains petty cash fund and records.
- Calculates adjustments to customer water accounts; and, upon Manager approval, prepares journal vouchers for adjustments and submits to appropriate City personnel or department.
- LSLI Duties:
- Assists in the tracking and submission of data associated with the EPA-mandated Lead Service Line Inventory (LSLI).
- Assists in implementing LSLI into the FLO GIS System.
- Supervises additional personnel associated with LSLI.
- Other Duties and Responsibilities:
- Acts as department insurance liaison to Human Resources for Gas and Water/Wastewater.
- Coordinates Workers’ Compensation claims with Human Resources, including completing the First Report of Injury for injured workers. Reports liability claims and submits incident/accident claim forms to Risk Management, and assists employees in filing claims.
- Maintains records for all accidents/incidents and Workers’ Compensation.
- Prepares Personnel Action Request forms for the Gas and Water/Wastewater departments.
- Prepares/calculates life, long-term disability, and accidental death and dismemberment monthly premiums for full-time employees and submits to accounting for payment.
- Acts as the department liaison to Human Resources regarding retirement information for Gas and Water/Wastewater. Disseminates retirement booklets and statements to employees.
- Serves as Personnel/Employee Relations Coordinator for Gas and Water/Wastewater, assisting the Manager with applicant interviews, new employee orientation, maintaining the department’s employee files, current job descriptions, and composition of new job descriptions.
- Serves as the Gas and Water/Wastewater department's Notary Public.
- Performs various other accounting job duties as required by the Chief Financial Officer of Utilities.
- Supervises and directs part-time employees/administrative support staff.
- Responsible for designing and maintaining the Gas and Water/Wastewater organizational chart.
- Attends meetings and other department functions as required by the Manager in their absence.
- Performs various secretarial job functions; composing correspondence/memos, contracts, reports, filing, etc. Also provides clerical support for the department supervisor. In addition, responsible for maintenance and supplies of office equipment in the Manager’s office.
- Assists in the preparation of ADEM MORS report, annual ADEM Consumer Confidence Report, annual MWWP report, ADECA Office of Water Resources report, and other reports assigned by the manager.
- Acts as the point of contact for visitors in Gas, Water/Wastewater. Determines nature of visit, directs to appropriate person/section in Gas and Water/Wastewater, or other City Departments.
- Assists customers in the resolution of problems; and/or directs to appropriate division within the Gas and Water/Wastewater, or other City departments. Maintains database files regarding customer problems. When necessary, follows up with customers to confirm problem resolution.
- Schedules appointments, arranges travel schedules/reservations, and prepares travel vouchers for the Manager and other Gas, Water/Wastewater personnel.
- Prepares statistical reports using Excel or other spreadsheet programs and maintains digital files of reports.
- Evaluates regulatory and legislative notices to determine their validity for Gas and Water/Wastewater.
- Assists the Manager in the creation/implementation of public relation/public awareness programs and performs presentations, distributes information to the general public & educational institutions as required.
- Complete special projects as assigned by the Manager for Gas & Water/Wastewater. Complete projects promptly with little or no supervision, and keep the Manager up to date on project progress.
- Assists the Manager with, or directly resolves matters involving the general public, Gas/Water employees, or other City personnel. Informs the Manager of actions taken and advises if follow-up communication is necessary.
- May be required to attend seminars, workshops, or other educational training programs.
- Performs other duties as assigned by the Manager within the scope of the job.
Minimum Qualifications, Experience, Training, & License
- Bachelor’s Degree in Business Administration or related field; or Associate's Degree in business and 8 years of work experience in a related field; or fifteen (15) years of practical working experience in office administration, office management, or secretarial work with a municipality.
- Must have 3 years or more of supervisory experience.
- Must be able to obtain a Notary Public in Lauderdale County, State of Alabama.
- Must have a valid driver’s license.
Required Knowledge Skills Abilities
- Must have extensive knowledge of Gas & Water/Wastewater issues, including policies and procedures.
- Must have customer service experience and deal with customers using tact and diplomacy.
- Must be proficient in using computers, including AS/400, and have the ability to use various commercial software programs, AR programs, OrgPlus, and Microsoft Windows.
- Thorough knowledge of business English, math, and communication skills.
- Thorough knowledge of administrative/secretarial practices and procedures.
- Must be self-motivated and have the ability to work with little or no supervision.
- Must have knowledge of department and City’s policies/procedures.
Employee works independently with little or no supervision. Reports directly to the Manager of Gas & Water/Wastewater.
Physical Demands (with or without accommodation):
- Work involves close mental and visual concentration and above-average mental strain.
- Must be able to lift or carry up to 25 lbs.
- Must be able to sit for long periods of time, some walking, standing, and bending.
Computer, AS/400, calculator, fax machine, binding machine, copier/fax, duplicating machine, general office equipment
Applications may be used for up to ninety (90) days for similar job postings.
The City of Florence, Alabama is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.
We offer a complete benefits package to full-time employees, including health care, dental, retirement, deferred compensation plans, life insurance, long-term disability, holidays, vacation, and sick leave.
Salary : $53,395