Utilities Administrative Specialist Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Public Works & Utilities Director, performs responsible administrative support work and accounting in assisting in the carrying out of the duties and activities of the Public Works & Utilities Department. The position requires comprehensive knowledge of all functions and activities of the department.  Work assignments are received orally and in writing. Work requires the exercise of initiative, independent judgment, and discretion, working within departmental guidelines and established policies, procedures, rules, and regulations.  Work is reviewed through observation, conferences, reports, and for results obtained. Performs other work as required.

 

EXAMPLES OF DUTIES

A.    ESSENTIAL FUNCTIONS

Prepares annual departmental operating budget, monthly CIP status report on all budgeted projects, CIP construction contract documents for bidding and award, change orders to CIP contracts, and addenda to design engineer’s contracts.  

Determines five-year capital outlay schedule, researches new/future purchases, and changes to existing schedule.

Issues purchase requisitions, budget adjustments, check requests, and monitors account balances.

Analyzes department needs and prepares requests for quarterly budget reviews.

Responsible for monitoring materials and service contracts administered through purchasing.

Identifies additional funding sources for projects where low bid exceeds budgeted amount.

Monitors CIP budgets, expenditures against each project, and verifies funds spent, balances, and close-outs.
    
Review revenues and expenditures for budget compliance.

Monitor top 10 utility customers as indicator of the economy.Assigns work, provides instruction, and sets priorities in work assignments to clerical staff.

 

REQUIREMENTS

A.    TRAINING AND EXPERIENCE

Completion of a Bachelor's Degree at an accredited college or university with major course work in Public or Business Administration; two years contract administration, accounting, and office management experience at the full performance level, or any equivalent combination of acceptable education and experience.

B.    KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of current office practices and procedures.

Knowledge of City codes, ordinances, and laws relating to the functions and activities of the PW&U Department.

Knowledge of current management methods and practices.

Knowledge of the various operational and administrative activities that are performed in the department.

Ability to communicate clearly, both orally and in writing.

Ability to prepare reports, documents, letters, and memoranda.

Ability to make decisions consistent with departmental rules, regulations, and policies.

Ability to establish and maintain effective working relationships with others.

Ability to deal with complaints in a tactful manner.

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to speak, hear and understand conversations in English in a normal tone of voice, both in person and by telephone.

Ability to see and read prints, letters, numbers, words, characters, maps and symbols which are both large and small.

Ability to print, write and draw letters, numbers, words, characters, diagrams and symbols.  Must be legible and understandable by others.

Ability to sit for periods of up to four (4) hours consecutively.

Ability to use a variety of office equipment.  Dexterity, including fine motor skills, required.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to verbally communicate in person and by telephone.

Ability to perform a variety of tasks on a computer including looking at the screen for extended periods of time, and ability to operate a calculator.

Ability to lift and carry items weighing up to 10 pounds.

Ability to grasp objects such as books and files.

Ability to push and pull heavy objects occasionally.

Ability to work in and around areas that are dusty, dirty, and have various temperatures and odors.
   


THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS, OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION.  WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD, OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY.  THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 10/26/15