JOB DESCRIPTION:
Under the supervision of the Deputy Director of Operations, this position is responsible for maintaining financial and operations records of the Water Treatment Operation Program; the Sewer Treatment Operation Program; the Environmental Quality Program; the Fleet, Building, Station and Easement Maintenance Program; and for water and sewer plant projects, contracts and specifications related to operations, budgets, and staff. This position supports Operation staff with strategic planning, research, data entry and retrieval, informational reports and analyses of financial records related to expenses, vendor payments, operating and capital plans, and budgets. This position also provides executive level secretarial functions for the Deputy Director of Operations; Water and Sewer Treatment Operation; Fleet, Building, Station & Grounds Maintenance Program Manager; and the Environmental Quality Program Manager; and provides general support of executive level secretarial functions performed within Operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Note: All City of Fort Smith positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees, and have regular and reliable attendance that is non-disruptive. Must show cooperation and respect to fellow employees and supervisors at all times.
1. Provide executive level secretarial functions for the Deputy Director of Operations; Water and Sewer Treatment Operation; Fleet, Building, Station & Grounds Maintenance Program Manager; and the Environmental Quality Program Manager; and communicate with outside contacts as needed.
2. Assist in preparing items for the Board of Directors meetings.
3. Provide key Utility Department staff with detailed reviews and analyses of financial records related to department expenses, vendor payments, operations contracts, and project budgets.
4. Assist in preparing project documents, reports on water source and water treatment operations, sewer treatment operations, laboratory operations, watershed management, and environmental monitoring.
5. Report periodic performance indicators for the Water Treatment Operation and Maintenance Program, the Sewer Treatment Operation and Maintenance Program, the Environmental Quality Program, and the Fleet, Building, Station and Easement Maintenance Program.
6. Assemble operations contract documents, and process and track vendor payments.
7. Prepare personnel matters and maintain confidentiality, including employee timekeeping functions for employees of the Water Treatment Operation and Maintenance Program, Sewer Treatment Operation and Maintenance Program, and Environmental Quality Program.
8. Responsible for maintaining files, records, reports and budget requests.
9. Provide phone support and office administration on a daily basis.
10. Provide assistance in strategic planning, SWOT analysis, and process analysis.
11. Able to react to change in productive manner and handle other essential duties as assigned.
12. Regular attendance and timeliness is required.
13. Must possess a valid driver’s license.
SUPERVISORY RESPONSIBILITIES:
No Direct Supervision. Oversees and reviews work of accounting technicians in Operations.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
- Formal education equivalent of a Bachelor degree in business, accounting, finance, information science or related field or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
- Experience in analyzing financial information that include advanced accounting skills.
- Must have experience with document filing systems and records management.
- Current (or able to obtain) Notary Public commission within the State of Arkansas.
- Yellow Belt or higher certification or two-year experience in Lean Six Sigma or Six Sigma is preferred.
- Must possess a valid driver’s license.
OTHER SKILLS AND ABILITIES:
- Possess knowledge of administrative practices, principles and methods. Excellent computer skills and knowledge of word processing, database, spreadsheet and general ledger programs is essential.
- Knowledge of Microsoft SharePoint functionality and design is essential.
- Have good verbal and written communications skills as well as good organizational skills.
- Requires concentration, problem solving and analytical ability to make decisions based upon established procedures are required to perform the duties of this position.
- Excellent communication and interpersonal skills are also required.
- Must possess knowledge of modern office practices, procedures and equipment.
- Must be capable of clearly communicating requirements, policies and procedures.
POSITION DESIGNATIONS
This position is not designated as essential during inclement weather events. City services will be maintained during inclement weather, such as heavy snow or ice storms and all essential employees are expected to report to work due to the critical functions of the position. This position is able to work remotely. (Based on need and supervisor approval.)
This position does have the potential to drive as part of their regular job duties.
This position is designated as a safety/security sensitive position and is subject to random DOT drug and alcohol screenings and/or non-DOT drug and alcohol screenings (a safety/security sensitive position is one in which a momentary lapse in attention may result in injury or death of another person).
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee must occasionally stand, walk, talk and hear. Frequently sit, use hands to handle objects, and reach with hands and arms. The incumbent must also stoop, kneel or crouch. Specific vision abilities required by this job include close, distant and color vision.
The employee is occasionally required to lift up to 25 pounds.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work schedule may include nights, weekends, holidays, and overtime. Travel including overnight stays may also be required.
The noise level in the work environment is usually moderate.
EMPLOYMENT SCREENINGS
This position requires the below screenings prior to employment:
- Criminal History Background Check
- Motor Vehicle Record Check
- Post-Offer Drug Screen in accordance with the Arkansas Medical Marijuana Amendment
Notice of Consent Decree Posting
The City of Fort Smith, Arkansas (“City”) has entered into a Consent Decree in litigation with the United States of America and the State of Arkansas (“Consent Decree”). The Consent Decree was filed on April 6, 2015, in civil action 14-cv-02266-PKH, pending in the United States District Court for the Western District of Arkansas Fort Smith Division. The Consent Decree is available for review or copying on the City’s website where it may be found at www.FortSmithWater.org.
