Operations Administrator

JOB SPECIFICATION: OPERATIONS ADMINISTRATOR

Job No. 0400

Pay Group Varies

Responsibilities

Under general supervision, to perform routine office work of moderate variety and complexity. The complexity of the duties shall increase in accordance with the department requirements and the training provided commensurate with their skills and knowledge:

• Act as receptionist. Responsible for purchasing and maintaining office supplies and sets up and maintains files, records, and logs, including property maps.


• Assembles and types forms, correspondence, reports and other documents using PC or word processing equipment.


• Verifies completeness and accuracy of information, proofreads work, and corrects errors.


• Utilizes PC, standardized computer systems, calculator and other standard office equipment for recording, storing, retrieving and compiling information, and time entry.


• Assist in procurement by preparing routine requisitions and purchase orders and receiving materials, equipment and services requiring basic knowledge of material and equipment.


• Research, prepare and generate routine invoices and complex invoices for municipalities and other utilities.


• Create, maintain and close service orders and construction orders (CM, PM, CAP, MM) including preparing progress reports and completion reports. (i.e.: opening and closing, major, minor, job and miscellaneous orders) and preparing other field reports.


• Create, schedule and maintain preventative maintenance programs.


• Create and maintain inventory control on spare parts and equipment.


• Performs routine clerical duties including opening mail, copying and sorting, filing and retrieving materials.


• Compiles and prepares regular and non-routine reports from one or more internal and external sources using established formats and procedures as example;




• Assist with and perform posting of jobs and all associated documentation.


• Responsible for maintaining the monthly organization charts and plant, offices, and employee telephone listings for New York Operations.


• Prepare trouble, interruption and equipment failure reports.


• Maintain services for recreational facilities such as coordinating seasonal paperwork.




• Receive and dispatch orders and information, in person and by telephone and radio in operating offices.


• Assist Corporate Safety Department in coordinating Safety/Training Programs.


• Maintain petty cash


• Prepare and maintain personnel reports concerning such things as payroll, accidents, illness, excused absences, vacations, upgrading; etc. and to aid employees.




• Assist in the administration of all employee benefits.


• Assist in coordinating Vacation and Work schedules




• Maintain Preventative Maintenance Program for Transportation Vehicles.


• Handle contacts with customers, contractors and other departments.


• Assist employees of a higher grade.


• Guide the work of others of a lower grade.

Qualifications

• High school education required with clerical associate's degree preferred.


• May be required to be qualified to be a Notary Public.


• Ability to prioritize own work and apply individual judgment as required under various situations.


• Good organizational and communication skills.


• Proficient with standard clerical computer programs such as Microsoft Office.


• Ability to type 50-60 wpm.

Note 

• Incumbents in the Operation Clerk A positions, Purchasing Processing Clerk C, and Steno Clerk C positions will progress to pay group 13 two years after ratification and after five (5) years in their current position.


• Whenever a vacancy occurs the incumbent employees within the Work Headquarters will be canvassed prior to post and bid.


• Incumbents who are successful bidders on jobs posted will be awarded the position at the level they currently hold and will progress through the series in time and grade.


• Automatic Progression Series