Administrative Assistant, (A264115-9), 205, Utility Billing

Provides administrative and office support to the Billing Division Superintendent and conducts general administrative duties to maintain office productivity.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Review, study, and analyze operational procedures as directed by the superintendent and prepare detailed and comprehensive reports of findings and recommendations.
• Manage and supervise the Non-Deposit and Illegal Connection Programs to assure compliance with City Ordinance and prevent unauthorized connections to the City's water system.
• Review the accuracy of credit adjustments submitted by the Assistant Superintendent and the Supervisor at Customer Service for final submittal to Superintendent for approval.
• Prepare monthly reports to submit to Utilities Management.
• Review, analyze, and assist in the preparation of the department's budget; provide recommendations to the Customer Service Superintendent regarding budget adjustments.
• Coordinate and monitor purchasing procedures to ensure proper funds are charged; verify, estimate, and recommend purchases and processes purchase orders.
• Serve as an aide to the superintendent; interpret administrative policy and relay instruction of policy and procedure revision.
• Review articles, pamphlets, and lengthy correspondence, and changes in codes and ordinances to ensure office procedures and production remain in compliance with local, State, and Federal regulations.
• Conduct and attend Billing Division staff meetings to resolve operating or personnel issues and to discuss changes in departmental policy and procedures.
• Serve as the primary point of contact for customer complaints received by upper management, resolving issues and escalating only when necessary to the Customer Service Superintendent.
• Is responsible in preparing travel requests and calculations and routes documents for corresponding approvals prior to employee's travel.
• Screens office visitors and telephone calls; receives and routes incoming mail; provides information and responds to complaints. 
• Performs administrative routine clerical work, including scanning, filing, organizing, and maintaining records and documentation; May be required to assist other divisions or staff when operational needs require support.
• Assist with scheduling meetings, reserving conference rooms, preparing agendas or materials, taking notes, and meeting minutes when requested.
• Will be required to drive a City vehicle for city-related business.
• Performs other related duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Knowledge of cash handling, accounting, and record keeping.
• Knowledge of City of Laredo policies, procedures, and processes.
• Knowledge of modern office procedures and methods including computers and applicable software, such as Microsoft Office, AS400.
• Knowledge of English grammar, spelling, and punctuation.
• Knowledge of the methods and practices of assembling and analyzing data.

Skills and Abilities:

• Skill in planning, organization, and time management. 
• Skill in customer service delivery.
• Skill in performing a variety of duties, often changing from one task to another of a different nature.
• Ability to maintain attention to detail.
• Ability to maintain records, assemble and organize data, and prepare report.
• Ability to communicate clearly and effectively both orally and in writing, in the English and Spanish language.
• Ability to establish and maintain effective working relationships. 
• Ability to maintain good planning and organizational skills.
• Ability to receive and follow directions from supervisor.
• Ability to give directions to and gain compliance from assigned staff.
• Ability to project a positive and professional image of the City of Laredo.
• Ability to meet schedules and deadlines of the work.
• Ability to maintain the confidentiality of information and professional boundaries.
• Ability to perform strenuous work and routine work.
• Ability to maintain a valid Texas Driver License and a good driving record.
• Ability to comply with all City of Laredo's policies and procedures.
• Ability to maintain good health and physical condition sufficient to permit the full performance of the duties of this position.

WORK ENVIRONMENT/CONDITIONS AND PHYSICAL DEMANDS

Physical Effort Requirements Position will have the following exposures

• Office or similar indoor environment, relatively free from unpleasant environmental conditions or hazards.
• Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.
• Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
• Exerting up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.

Work Environment Locations Position will require the employee to work in the following types of work environments
 
 Never

• Outdoor environment
• Street environment (near moving traffic)
• Construction site
• Confined space 

Seldom

• Warehouse environment

Sometimes

• Vehicles

Often

• Office or similar indoor environment

Exposures Position will require the employee to be exposed to the following environmental elements

Never

• Individuals with known violent backgrounds
• Extreme cold (below 32 degrees)
• Communicable diseases
• Moving mechanical parts
• Fumes or airborne particles
• Toxic or caustic chemicals or substances
• Loud noises (85+ decibels such as heavy trucks, jack hammers, construction)

Seldom

• Extreme heat (above 100 degrees)

Sometimes

• Individuals who are hostile or irate

Travel Position will require the employee to travel

Never:

• National travel
• International travel

Seldom:

• Regional travel

Sometimes:

• Local travel

• Associate's degree or 60 completed college hours from an accredited college/university in Public Administration, Business Administration or related field
• At least five (5) years of experience in advanced administration support

•  Valid Texas Driver License. If applicant holds an out-of-state license, a State of Texas Driver License must be obtained within 6 months of employment.

Effective February 24, 1997, all selected applicants are required to undergo a drug and alcohol test prior to employment.

Effective January 7, 2008, all persons in safety-sensitive functions/positions, as per City of Laredo Drug and Alcohol Policy definition, shall be subject to random drug and alcohol testing.

A person with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at (956) 791-7480 two days prior to the scheduled interview and/or test if applicable.