WWC - Administrative Assistant

TITLE: ADMINISTRATIVE ASSISTANT

PURPOSE OF CLASSIFICATION:

The purpose of this classification is to perform daily office managerial tasks that includes but is not limited to assisting department Superintendent, Assistant Supt. as well as departmental foremen, procurement specialist, rehab coordinator in day-to-day task pertaining to administrative functions, daily wastewater issues, inventory management, customer service issues, basic operation of office duties, etc.…

ESSENTIAL FUNCTIONS:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification. Other duties may be required and assigned.

• Customer Service – responds to customer service requests and inquiries via telephone and/or walk-in customer interaction. 
• Records customer service issues and Wastewater Collection’s response/findings into AS400 system for a permanent record of complaints and dispatches service person to address issue directly with customer.  
• interacts with other entities such as other city departments/employees, sales vendors, contractors, temporary employment agencies, etc. on a daily basis.  
• Dispatches and/or responds via e-mail to customer on any GO Madisonville service request.
• Daily Reports – enters daily work order, labor and inventory into AS400 (includes verifying employees’ hours worked, tracking vacations/sick/personal/non-paid time in Nova-time as well as hard copy record of attendance.  
• Maintain FEMA events records and required reports including jobs’ cost, inventory, equipment and remit reports to appropriate agencies.
• Special Projects – track cost of labor, materials, etc… separately on Excel Spreadsheets for Capital Projects as well as special projects and/or jobs, remit information to parties requiring information.
• Enters inflow/Infiltration issues into AS400 and/or Excel plus any follow-up on said issues (i.e. camera work, smoke testing, dye testing, repairs, etc…)
• Updates service records on repairs, continuation of work on particular projects, enters and maintains data from Jet Rodder truck on line cleaned, root cut, and stations cleaned, etc…
• Assist Procurement Specialist with assigning inventory out to jobsites, logs materials, tools and supplies used into AS400 work orders. Assist Procurement Specialist with Capital Project orders, track inventory and rectify inventory.
• Enters purchase order requisitions from all inventories, equipment, supplies, etc.… for department, receives inventory into AS400 upon delivery.
• Pump Station Data – enters data daily obtained by pump station crew on fifty lift stations (meter readings, maintenance issues, rainfall data, etc.…)
• Invoice Management – code all invoices for Accounts Payable, track/match packing slips with invoices, check invoices for accuracy, follow-up with vendors on billing discrepancies. Prepare invoices to customers or another agency as required.
• Time Sheet Maintenance – enters paid time off (holidays, vacation, sick, personal day, etc.…) into Nova-Time system, verify accuracy and completeness of time sheets, finalize and approve time sheets, complete employee overtime reports, log standby time in Nova-Time and on standby time forms, send necessary information to City Hall personnel for payroll processing.
• Month End Close Procedures – report to Public Works listing of debris dumped at landfill, do any inventory adjustments in AS400 as needed, print and enter into AS400 daily labor general job codes into system, calculate standby, vacation, sick, personal days, etc.… and enter work order for each in AS400, update monthly attendance records.
• OSHA 300 Record – Record information on weekly basis for record and file yearly report with Human Resources.

ADDITIONAL FUNCTIONS:

Performs general housekeeping duties

Submit BUD (811) request for future excavation including repairs or new installations

Calculate and prepare Sanitary Sewer Overflow for submission to State DOW

Track Employees CDL Medical Certifications and make appointments for Physicals

Enter and upload Medical Certification to State Licensing Branch

Update Departmental forms as needed

Maintain fleet records on repairs, cost, mileage, etc….

Manages record retention as required in accordance with Kentucky local government general records retention schedule

Keep Records of PPE assigned, work clothing, uniforms, etc. assigned to personnel. Assist new employees with uniform ordering’

Order Office Supplies

Manage drink machine including records.

MINIMUM QUALIFICATIONS:

High school diploma or GED; two years of experience in Wastewater Collection Systems; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  

Must possess and maintain a valid Kentucky driver’s license.