Part-time Administrative Assistant

General Statement of Duties

Performs responsible administrative, clerical, customer service, and financial support work for the Public Works Department. Duties include providing assistance to customers, processing invoices and payments, maintaining records and reports, assisting with utility account administration, and supporting the daily operations of the department. Work requires accuracy, attention to detail, the ability to maintain confidentiality, and the exercise of sound judgment when dealing with the public and departmental information.

Distinguishing Features of the Class

An employee in this class performs a variety of administrative and customer service functions in support of Public Works operations, with a primary focus on utility account management, accounts payable processing, records maintenance, and customer assistance. The employee serves as a point of contact for citizens and customers seeking information regarding department services and utility accounts. Work involves the use of specialized software systems, financial records, and departmental databases. The employee is expected to exercise initiative and independent judgment within established procedures while maintaining a high level of customer service.

Duties and Responsibilities

• Answer and direct incoming telephone calls and assist customers with questions regarding public works and water services.
• Provide courteous and professional customer service to the public.
• Receive, review, code, and process invoices for payment.
• Maintain accurate records and filing systems, both electronic and paper.
• Create, update, and maintain spreadsheets and reports using Microsoft Excel.
• Enter and verify data to ensure accuracy and completeness.
• Assist with managing customer water accounts using department software.
• Receive, process, and post customer payments accurately.
• Assist customers with account inquiries, billing questions, and service requests.
• Generate reports and perform routine account reconciliations as needed.
• Support departmental staff with administrative and clerical tasks.
• Maintain confidentiality of customer and financial information.
• Perform other related duties as assigned.

Knowledge Skills and Abilities

• Knowledge of standard office procedures and equipment.
• Basic understanding of accounting and invoice processing practices.
• Ability to accurately enter and maintain data.
• Ability to establish and maintain positive working relationships with the public and coworkers.
• Ability to maintain confidentiality and exercise good judgment.
• Proficiency with Microsoft Office applications, particularly Excel.
• Ability to learn specialized utility billing and water management software.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle multiple tasks and prioritize workload effectively.
• Ability to work independently and as part of a team.

Physical Requirements

• Ability to sit for extended periods while performing office duties.
• Ability to occasionally lift and carry office supplies weighing up to 20 pounds.
• Ability to operate standard office equipment, including computers, printers, and telephones.

Desirable Education and Experience

• High school diploma or GED required.
• Previous office, clerical, bookkeeping, or customer service experience preferred.