Administrative Support Specialist - $18.12 hourly

JOB DESCRIPTION 

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. 

Administrative Support Specialist

Department: Water Operations 

Pay Grade: 4 

FLSA Status: Non-Exempt 

JOB SUMMARY

This position provides administrative support to the Water Operations Manager and Superintendents, requiring advanced understanding of processes, data, and/or operations of the department; analyzes information to create and/or maintain associated documents, databases, and complex spreadsheets. This position reports to the assigned Water Operations Manager. 

ESSENTIAL JOB FUNCTIONS

• Performs complex and moderate to difficult clerical work including but not limited to record processing, and general office support functions involving a variety of tasks.
• Provides internal and external customer service via phone, email and in person; responds to inquiries, takes messages, and refers inquiries to the most appropriate parties when appropriate.
• Exercises confidentiality in the performance of the job duties, including knowledge of organization recommendations, legal documents, contracts and any other sensitive information; assures security and confidentiality of such information and documentation.
• Maintains and orders office supplies, as assigned and when needed.
• Uses computers and word processing software to process letters, forms, reports, schedules, manuals, booklets, and related paperwork for Water Operations Divisions.
• Creates and maintains various power point presentations used for training sessions, classes, visits, and tours.
• Coordinates meetings with internal and outside staff for the Water Operations Manager.
• Coordinates plant tours, plant inspections, and other WSA related events.
• Coordinates daily vendor work assignments. 
• Checks in all plant visitors and maintains the visitor entry and exit logs.
• Coordinates monthly employee meetings, safety meetings, internal/external training sessions and related meetings.
• Sets up training room including tables, chairs, laptop and other office equipment for conference calls and sessions.
• Works with the Water Operations Manager to prepare documents, data, spreadsheets and related material for monthly Board Work Sessions, monthly Board Meetings, semi-annual Board Work Shops and various other meetings.
• Prepares brochures, documents, and displays for Water Operations Divisions.
• Assists with departmental payroll time sheet preparation and submittal.
• Transcribes data from separate reports to a summary schedule or table – involving the use of judgement in the selection of proper detail.
• Performs data entry of operational data for tracking and reporting in various software including but not limited to: Excel, Word, Access, Power Point, and GIS.
• Receives, opens, logs, sorts, time-stamps and distributes mail; prepares materials for mailing.
• Assists in sending out mass mailings. 
• Performs basic research and compiles documents needed for various reports. 
• Prepares and completes forms and composes letters.
• Sets up and maintains specialized paper and electronic office files.
• Files letters, reports and related technical information in the prescribed manner.
• Performs work at assigned location during specified business hours. 
• Performs other related duties as required/assigned. 

QUALIFICATIONS

Education and Experience:

High School diploma or General Equivalency Diploma (GED) and two (2) years of clerical experience. 

Special Qualifications:

Possession of a valid State of Georgia driver’s license and satisfactory Motor Vehicle Record (MVR). 

Knowledge, Skills and Abilities: 

• Knowledge of general office procedures. 
• Knowledge of department functions, resources and general practices. 
• Knowledge of grammar, spelling and alphanumeric sequencing.
• Knowledge of business English, spelling and ability to make arithmetic computations.
• Knowledge of Microsoft computer programs and software.
• Skill in typing, data processing and file maintenance. 
• Skill in applying responsible attention to detail as necessary in preparing reports and correspondence. 
• Skill in general clerical functions, organization, and interpersonal interactions. 
• Skill in producing spreadsheets and correspondence.
• Ability to expedite a large flow of detailed work and make arithmetical calculations with speed and accuracy.
• Ability to create and maintain files and records. 
• Ability to work independently with minimal supervision.
• Ability to follow both oral and written directions.
• Ability to operate commonly used manual and automated office equipment.
• Ability to use and troubleshoot various computer and standard office equipment. 
• Ability to interact with and communicate with general public in a friendly productive manner. 
• Ability to maintain moderately complex clerical records; prepare reports from such and to check for accuracy.
• Ability to make routine decisions in accordance with procedures, laws and regulations and to apply these to work problems.
• Ability to use coding and filing systems.
• Ability to interact effectively and appropriately with employees and the public.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Fingering: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Hearing: sufficient to perceive the nature of sounds at normal speaking levels with or without correction; ability to receive detailed information through oral communication, and to make the discrimination in sound. 
• Mental Acuity: sufficient to make rational decisions through sound logic and deductive processes.
• Talking: sufficient to express or exchange ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity: sufficient to observe violations of codes, to effectively operate standard office equipment; ability to read and write reports, correspondence, instructions, drawings, etc.; and to operate motor vehicles and/or heavy equipment, by both day and night.
• Walking: sufficient to move about on foot to accomplish tasks, particularly for long distances or move from one work site to another.

WORK ENVIRONMENT

Work is performed in an office environment. The noise level in the work environment is usually moderate.

The Douglasville-Douglas County Water and Sewer Authority has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

Salary : $18