Executive Assistant, Water and Wastewater

Position Purpose

The purpose of this position is to provide administrative support to the Executive Director for the Racine Water Utilities.

Starting pay is between $54,429 - $57,631.

Essential Duties

• Compiles and reviews A/P invoices and enters them into financial software to begin process of remitting checks to vendors.
• Creates A/R invoices for water and wastewater utility services, collects, records, and deposits vendor payments, reviews past due accounts, and implements appropriate action where necessary.
• Prepares monthly payroll summary report for Administrative Manager.
• Reconciles monthly credit card statement and charges from Utility card-holders and ensures accurate distribution of expenses into appropriate accounts.
• Provides general and confidential clerical support for the Executive Directors for the Utilities, as well as the Utility Commission Boards. Transcribes correspondence, maintains files, relays messages, plans travel and meeting accommodations.
• Proofreads and edits documents including Word, PowerPoint, and PDFs
• Attends both Wastewater & Waterworks Commission monthly meetings, coordinates all technical set-up, and takes detailed notes on highly technical subject topics.
• Provides administrative support for Utility Commission functions, and other special meetings. Assembles meeting agenda items and supporting materials. Prepares meeting notices for publication.
• Prepares agendas and minutes in the City Legistar system and format under time constraints to meet City deadlines.
• Tracks city legislative process for developer agreements submitted to the Water Utility and ensures agreements are signed and executed by appropriate parties.
• Drafts letters for Utility Commission Boards including change orders, calculations, and reports
• Prepares and maintains purchase orders.
• Reviews employee travel-related expense vouchers and processes reimbursement for Utility-authorized work expenses.
• Provides clerical support to the engineering staff and consultants related to the contract bidding process of utility projects by noticing upcoming bids, coordinating information using Quest CDN online bidding platform, ensuring contractor compliance with prequalification process, previewing prequalification submissions in preparation for director sign-off approval, and running the bid opening process online where bids are publicly opened and published assembles contract files, prepares contract documents for City Attorney review insuring compliance with all necessary documents included, issues contract paperwork.
• Provides information to office staff, supervisors, other City Departments, Commissioners Common Council members, consultants, customers and the general public regarding administrative matters.
• Ensures timely execution of documentation related to state loan application paperwork and bond closing upon completion of city legislative approval process.
• Coordinates and plans events for administration office and utilities as directed; creates flyers to promote events using Canva, plans and organizes food ordering.
• Implements changes and edits material on both Utility pages on the city website platform. Creates and maintains spreadsheets, reports, and other files on a personal computer for the purpose of tracking and managing data.
• Responds to phone, in person, or electronic internal or external inquiries.
• Photocopies and scans materials, runs office errands, and other duties as directed.
  
  

Minimum Qualifications

• High school diploma or equivalent; Associate degree in bookkeeping, accounting, communications, or related program, is desired.
• Five years of experience with bookkeeping and working with automated office systems, including familiarity with utility billing software and financial software.
• One year customer transaction cash handling experience is preferred.
• Ability to communicate fluently in Spanish is a plus.
• Proficiency with computer applications, including Microsoft Office (Word and Excel).
• Valid state-issued motor vehicle operator’s license.
  
  

Physical And Mental Ability Requirements

Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards. Ability to compare, count, differentiate, classify, compute, tabulate, measure and/or sort data, as well as assemble, copy and record and transcribe data and information.

• Ability to communicate orally and in writing with varied and diverse contacts, such as Utility personnel, general public customers, bank, and computer support personnel.
• Ability to advise and provide interpretation to others regarding the application of policies, procedures, and standards to specific situations.
  
  

Mathematical Application

• Ability to apply algebraic formulas, including addition and subtraction, multiplication, division, and calculate percentages, fractions, and decimals; Ability to convert gallons to cubic feet and vice versa.
• Ability to accurately conduct cash handling transactions, such as counting cash/coins and dispensing change.
  
  

Judgement and Situational Reasoning

• Ability to use functional reasoning in performing semi-routine functions involving standardized work with some choice of action.
• Ability to apply rational and ethical judgment, tact, courtesy, and diplomacy when dealing with Utility personnel, public customers, regulators, and city representatives.
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the customer who may be extremely concerned, upset, and/or frustrated about the current status of their account.
• Ability to perform in an environment that has frequent interruptions with work duties.
• Ability to retain focus and adapt to changing tasks with frequent interruptions, both internally and externally.
  
  

Physical Requirements

• Must have good dexterity with ability to hand operate office equipment, some requiring complex and rapid adjustments in coordination with eye movement, such as a computer, calculator/adding machine, fax machine, copier/scanner, telephone, cash register, billing machine, and postage meter.
• Ability to coordinate eyes, hands, feet and limbs in performing semi-skilled movements such as data entry and cash handling.
• Ability to exert very moderate physical effort in sedentary to light work, typically involving some combination of stooping, kneeling, crouching and crawling, lifting, carrying, pushing and pulling.
  
  

Work Environment and Conditions

• Work functions will occur in a multiple person office setting in an atmosphere maintained comfortably by climate-controlled systems posing minimal risk of injury.
  
  

Equipment Used

• Standard office equipment, such as computer terminal, calculator/adding machine, fax machine, copier/scanner, telephone, cash register, billing machine, and postage meter.
• Software technology used may include Microsoft Office (Outlook, Word, Excel), Legistar, Time Management Software (TMS); Tyler Systems (MUNIS) Northern Data Systems (NDS) billing software, and Great Plains financial software; other software may be applied.
  
  

This job description is intended to identify essential duties and also illustrates other types of duties that may be assigned. It should not be interpreted as describing all of the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the Utility or City of Racine.

The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.