REPORTS TO: Division Manager
RESPONSIBILITIES: Position is clerical in nature and encompasses a variety of general office procedures. Completion of all assignments in a confidential, accurate and timely manner is required.
DUTIES:
Telephone
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Answer calls in a confidential, courteous, and professional manner within one to two rings, and direct telephone calls to the appropriate person(s) or to voicemail when recipient is unavailable. Responsibility for telephone activity is primary responsibility; other staff members will share duty to answer calls in the absence or inability of Receptionist.
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Maintain internal telephone listings and distribute to each extension.
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Trouble shoot and resolve problems with telephone equipment
Copier & Fax
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1. Order supplies (paper and toner).
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Call for scheduled maintenance & repairs as required.
Visitors
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Greet and direct visitors to the appropriate individual(s).
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Process in-person applicants. Application process includes securing proof of driver’s license, facilitating completion of application and administering & scoring aptitude tests.
Bids and proposals
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Request and receive specifications, plans and invitations to bid on sewer maintenance and rehabilitation projects.
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Distribute bid and proposal information received to the appropriate contract bidder.
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Type bid and proposal documentation and assist in preparation of bids and proposals as requested.
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Process Contracts and coordinate return to customer.
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Process Inspection Data and Produce Customer Reports
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Manage data from field crews to create and distribute to customers.
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Manage Data on the network.
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Communicate with managers, supervisors and IT support when there are data issues during the creation of deliverables or consistent problems with the reports.
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Assemble reports into books, process photos and send to customers as directed.
Mail and Shipments
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Process and arrange for receipt and delivery of mail, UPS, Federal Express and other types of shipments.
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Maintain postage machine and meter to ensure proper working order.
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Maintain established dollar balance on the postage meter.
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Open and distribute mail and packages.
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Order and maintain supply of shipping documents and related materials.
DOT Logs
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Establish driver files and enter data received from drivers on DOT logs into software/spreadsheets. Process reports for review by management and the drivers.
Perform additional assignments and projects as required by the business operations of the company.
