GENERAL DESCRIPTION
Under general direction, to provide advanced administrative support to the Stormwater Services Administrator and staff; to prepare and file routine and special reports; to enter data; and to keep records of activities that relate to the Stormwater Program and City’s TPDES MS4 stormwater permit. Performs coordination of service requests and customer service activities.
SUPERVISION EXERCISED
This position exercises no supervision.
IMPORTANT AND ESSENTIAL DUTIES
Receive, resolve, and refer citizen inquiries and concerns. Responsible for monitoring the stormwater hotline.
Enter, monitor, and coordinate data into Stormwater Asset Management module, City's work order system, stormwater billing module, and MS4 permit management software.
Maintain a centralized perpetual filing system for the Division (both paper and electronic) and assist with other filing as necessary.
Receive and distribute service requests and incoming Division mail.
Prepare letters to customers, and draft internal and external correspondence.
Maintain inventory orders and receive inventory material. Process invoices and check requests, purchase requisitions, and other pertinent financial paperwork.
Maintain supplies inventory by monitoring stock to determine whether sufficient inventory levels; anticipate needed supplies; place and expedite orders for supplies, and verify receipt of supplies.
Ensure operation of equipment by completing preventive maintenance requirements; responsible for coordinating repairs; maintaining equipment supply inventories.
Operating a City vehicle in the course of business and/or other mobile equipment on behalf of the City, or is otherwise designated by the City.
OTHER JOB RELATED DUTIES
Assemble, organize, and tabulate statistical data.
Gather budget and permit report information.
Fulfill administrative duties, when directed, for other administrative assistants throughout Public Works or City of Abilene Administration.
Perform other job related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Administrative office practices and procedures, including records management, customer service intake, correspondence preparation, data entry, filing systems, purchasing documentation, invoice processing, and coordination of service requests..
Principles and practices of administrative office support, office organization, workflow coordination, recordkeeping, and document management.
Basic purchasing, invoicing, inventory tracking, and financial recordkeeping procedures.
Google and MS Office Suite, with proficiency in Word, Excel, PowerPoint, share drives, and related office technology.
Skill to:
Communicate clearly and concisely, both orally and in writing.
Operate office equipment including a personal computer in the Windows operating system environment.
Prepare accurate correspondence, reports, forms, records, and other administrative documents.
Enter, review, organize, and maintain data with accuracy and attention to detail.
Provide effective customer service to citizens, employees, vendors, and other internal and external contacts.
Process purchase requisitions, invoices, check requests, inventory orders, and related financial documentation accurately timely.
Ability to:
Develop and maintain accurate filing and recordkeeping systems.
Perform responsible administrative office work with accuracy, speed, and minimal supervision.
Learn, navigate, and accurately enter track, retrieve and maintain information in stormwater-related software systems, including asset management, work order, billing, and MS4 permit management applications.
Respond professionally to citizen inquiries, complaints, and service requests. Determine the appropriate action or referral; and communicate follow-up information clearly and timely.
Maintain organized and accurate records to support program operations, budget tracking, permit reporting, and regulatory documentation.
Prioritize work, meet deadlines, and manage multiple administrative tasks, service requests, and reporting needs.
Use sound judgment when handling confidential information, customer concerns, financial documents, and division records,
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Experience:
Four (4) years of increasingly responsible administrative or office management support is required.
Experience involving customer service, records management, work order tracking, purchasing documentation, report preparation, data entry, office coordination, or financial recordkeeping is preferred.
Supplemental training in Stormwater operations, permit management, and/or business management is preferred.
Education/Training:
A high school diploma or GED is required.
License or Certificate:
A valid Texas driver’s license or the ability to obtain one within ninety (90) days of employment, or a military waiver is required.
Special Requirements:
Ability to work in a standard office environment.
Ability to travel to different locations.
Exposure to outdoors temperatures at various times of the year.
Essential duties require the following physical skills and work environment:
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
___ Sedentary – lifting of no more than 10 pounds
_X_ Light – lifting no more than 20 pounds; carrying up to 10 pounds
___ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (< 10% of the time)
Code / Task
_M_ Standing
_M_ Sitting
_M_ Walking
_I__ Lifting
_I__ Carrying
_I__ Pushing/Pulling
_A_ Overhead Work
_A_ Fine Dexterity
_I__ Kneeling
_I__ Crouching
_N_ Crawling
_I__ Bending
_A_ Twisting
_A_ Climbing
_A_ Balancing
_E_ Vision
_E_ Hearing
_E_ Talking
___ Other: _____________________
