Utilities Administrative Specialist (Water/Wastewater Operations)

Assists the HCUD Operations with Administrative tasks. Coordinates gathering of technical data, prepares technical reports, and organizes data into a format easily understood by others. Oversees the processing of the department's confidential information such as payroll, interviewing, hiring and terminations and worker's comp. Oversees the department's record keeping and timely processing of work orders. Maintains confidentiality of sensitive information. Demonstrates diplomacy in resolving
customer concerns.The following statements describe the principal functions of this job and its scope of responsibility but shall not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

• Provides administrative support for HCUD Operations; processes documentation associated with department/division operations within designated timeframes and in accordance with established procedures.
• Provides administrative support for management and staff; relieves management staff of routine administrative tasks, screens telephone calls, mail, e-mail, and other communications and initiates appropriate action or response.
• Performs customer service functions; answers telephone calls, greets visitors, assists individuals at the front counter/lobby; ascertains nature of business, directs callers/visitors to appropriate personnel, records and relays messages; provides routine information/assistance; distributes forms/documentation; responds to routine questions or complaints and initiates problem resolution.
• Process payroll documentation; reviews time sheets for accuracy and completeness; makes calculations and research discrepancies, enters payroll data for processing; maintains attendance records and processes payroll corrections as needed.
• Coordinates the development of and updating of standard operating procedures and guidelines for all sections within the Operations department.
• Prepare detailed reports, spreadsheets, presentations, correspondence and documents as needed.
• Prepares employment requisitions, schedules interviews and processes recruitment, resignation, termination paperwork. May assist supervisors in conducting interviews. 
• Creates and maintains specialized office files. Files letters, reports, and related technical information in the prescribed manner. Assembles information for other's use. 
• lnput various data into computer-based software and/or asset management program. Generates work orders; distributes work orders to division work crews; receives completed work orders from work crews; closes completed work orders and maintains records.
• Prepares, submits, and maintains workers compensation reports and forms as required.
• Provides training for existing Operations staff on various computer-based programs.
• Coordinates department employees' insurance and benefits needs with the county's insurance representatives and the Human Resources Department.
• Tracks employee certification / licenses; maintains files and database records. Tracks expiration dates.
• Dispatches utilities field personnel throughout the county on emergency call outs, water breaks, sewer blockages, customer inquiries, emergency line locates, etc. via radio or phone.
• Prepares Boil Water Notices as required per the Florida Department of Environmental Protection and in accordance with the guidelines for the issuance of precautionary boil water notices as adopted in Rule 62-555.335 of the Florida Administrative Code.
• Performs other reasonable related duties as assigned by immediate supervisor or other management personnel.

Emergency Response 
County employees are required to report for work during a state of emergency and are subject to recall around the clock for emergency response operations which may include duties other than those specified in this job description. Employees may request an exemption from this requirement by submitting the appropriate exemption form, subject to review and approval.Minimum Qualifications

• Graduation from an accredited college with a two (2) year degree in business, science, or similar. 
• Three (3) years of experience involving responsible administrative/clerical duties including the operation of a personal computer. 
• Two (2) years of experience working for a construction-related organization. Water/Wastewater utility organization preferred. 
• Formal education may be waived with a minimum of five (5) years' experience in a responsible administrative position with a construction related organization. Water/Wastewater utility organization preferred.  

A combination of education, training and experience may be substituted at the County's discretion.

Licenses, Certifications, or Registrations

• Must possess and maintain a valid Florida Driver’s License or must obtain within 30 days of establishing residency in Florida and be insurable by current insurance carrier, or valid Florida Identification Card is acceptable only for positions not required to drive a county vehicle.
• Must have or be able to obtain certification within three (3) months of employment in FEMA National Incident Management System (NIMS) courses:
  • IS-100.c: Introduction to the Incident Command System (ICS)
  • IS-200.b: ICS for Single Resources & Initial Action Incidents
  • IS-700.b: An Introduction to the National Incident Management System
• Ability to obtain a Notary Public commission within four (4) months of employment. 

Required Competencies

• Knowledge of
  • business English, spelling and punctuation to prepare documents and compose letters, etc.
  • secretarial procedures and office practices and procedures
  • accounting processes
  • proper business telephone techniques and etiquette 
  • the department’s policies, procedures and practices
• Ability to
  • establish and maintain effective working relationships with employees and the public
  • access, input, and retrieve information from a computer software and e-mails
  • operate various types of office equipment
  • train employees
  • interpret contracts, rules, and regulations
  • communicate using speaking, hearing and visual skills
  • interact with co-workers, supervisors, and the public in a professional and courteous manner 

Physical Requirements/Work Environment

• Requires sitting most of the day.
• 
  
• The job involves frequent lifting and carrying up to 10 pounds, and occasionally up to 20 pounds.
• The job requires frequent bending, twisting, and occasional squatting, climbing, kneeling, and balancing.
• The job requires the completion of tasks that involve simple grasping, pushing, pulling, fine manual manipulation, and typing.
• The job requires normal visual acuity and field of vision, depth perception and color vision, hearing, and speaking.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Pay Grade: 5
Salary Disclosure: Pay rates are based on policy, education, skill, experience level and internal equity.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, Hernando County BOCC provides to veterans, that preference in appointment will be given to preference-eligible applicants.

PLEASE REVIEW THE MINIMUM REQUIREMENTS ON POSTING AND COMMUNICATE HOW YOU MEET THE MINIMUM REQUIREMENTS IN YOUR APPLICATION/RESUME. MINIMUM REQUIEMENTS MUST BE MET TO BE CONSIDERED.
All applications will be carefully reviewed to evaluate qualifications and overall suitability for the position. The relevance, scope, and length of related work experience, training, and education outlined in the application and resume will be considered during the screening process. Selected applicants will be contacted to participate in interviews. Candidates are encouraged to clearly document all pertinent experience, including relevant knowledge, skills, or abilities gained outside of traditional employment, in the additional information section of the application.

Hernando County Board of County Commissioners (BOCC) is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, gender, orientation, national origin, age, marital status, veteran status, genetic information, pregnancy, disability, or any other protected characteristic as defined by law.

Hernando County is a Drug-Free workplace. All employees are subject to drug testing in accordance with Federal and Florida State Law. 

Applicants requiring reasonable accommodations as defined by the Americans with Disabilities Act, must provide notification to the BOCC in advance to allow sufficient time to provide an accommodation.