Senior Office Assistant - Utilities Field Operations

Performs intermediate skilled administrative support tasks supporting field, administrative, or professional employees. Prepares a variety of technical or administrative reports, correspondence and various documents, and related work as apparent or assigned. Work is performed under the supervision of the Supervisor assigned.

• Provides general office and administrative support; assists with inventory, processes paperwork related to utility billing, does timekeeping, and other tasks as assigned.

• Enters time details, calculates hours worked, prepares overtime memos, distributes timesheets, maintains detailed records, composes forms for federal overtime and maintains those records.

• Enters request for checks, purchase order requests, travel requests, completes travel arrangements, maintains Confidential Account files and check requests, and completes expense reports in accordance with City policies and procedures.

• Prepares and/or creates written and/or visual communications for internal and external customers in the form of letters, memos, emails, tracking sheets, excel spreadsheets, fliers, announcements and informational handouts.

• Orders general office supplies; maintains organization of several areas.

• Handles interoffice mail to and from other departments.

• Assists with tracking and maintaining all necessary certificates, licenses, memberships and permits for employee certifications and training.

• Maintains multiple highly confidential files and routes confidential information to appropriate personnel.

• Assists with answering phones; greeting and/or assisting internal and external customers at front desk; mail distribution and preparing certified and postal mail; printshop request; typing provisional receipts, purchase orders, and manifest forms.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities

Thorough knowledge of modern office procedures, software, and practices; thorough knowledge of business English, spelling and

arithmetic; ability to train and provide lead direction; ability to arrange appointments, travel and meetings; general 

knowledge of payroll, personnel and budget activities; working knowledge of word processing and spreadsheet 

software; ability to keep financial and statistical records; ability to establish and maintain effective relationships with the

public and co-workers; knowledge of Microsoft Office Suite and position specific software applications.

Education and Experience

High school diploma or GED with coursework in office administration, or related field and moderate experience in an 

office settings, working with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), or equivalent combination of education and experience.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling and pushing or pulling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operating machines and observing general surroundings and activities; work occasionally requires exposure to fumes or airborne particles and exposure to toxic or caustic chemicals; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

Driver's License - to attend specific monthly meetings and run errands as needed

Notary Public - not required but preferred