Office Supervisor-Utilities Department **FIXED TERM ONLY** **EXTENDED**

Posted Date 2 months ago(9/19/2022 4:47 PM)
Job ID
2022-3422
# of Openings
1
Department
Utility Department
Min
USD $20.12/Hr.
Post End Date
12/24/2022
Max
USD $33.28/Hr.
Category
Office and Administrative Support

Overview

This posting will close at 10:00PM on the close date.

 

This is a fixed-term position 

 

Under the general supervision of the Utility Manager, responsible for supervision of the staff to include overseeing operations, planning and budgeting for the daily activities of the Utilities office. Provides oversight and ensures duties are performed in a safe manner in accordance with applicable laws, ordinances and regulations. Responsible for ensuring smooth operations within the organization and performs other administrative tasks in support of the department.

Responsibilities

(A position may not include all of the duties listed, nor do the listed examples include all of the duties which may be found in a position of the class.  An individual must be able to perform the essential functions listed below and a reasonable accommodation may be made available to qualified individuals with disabilities to perform the essential functions of the job.)

 

Performs supervisor duties in the Utility Office, specific tasks include but are not limited to:

  • Makes hiring, termination and disciplinary recommendations.
  • Responsible for prioritizing, planning and assigning work to staff.
  • Supervise, train, motivate and develop staff.
  • Counsels, coaches and disciplines staff and conducts performance evaluation reviews.
  • Approves leave requests and oversees time keeping functions.
  • Develops goals and objectives and develops and implements written protocols and SOP’s for the office
  • Assists in answering departmental inquires and assists in dealing with irate customers and resolving a variety of customer complaints.
  • Executes decision-making on customer accounts when needed.
  • Responsible for knowing and abiding by all department and county policies and procedures.

 

Performs accounting and budgeting duties, specific tasks include but are not limited to:

  • Prepares, analyzes, and maintains the department budget.
  • Reviews accounting data and prepares spreadsheet reports to be processed for journal entries by the Finance department.
  • Reviews daily deposits and receipts for accuracy.
  • Prepares financial forms such as request for payments, budget revisions/internal budget revisions.
  • Reconciles monthly receipts and monthly billing.
  • Initiates, prepares and writes specifications and/or scope of work for request of bids.
  • Functions as the point of contact on department budget matters.
  • Reviews, examines and analyzes accounting records of department or vendor to verify accuracy of figures, and makes necessary corrections or lists discrepancies for adjusting.
  • Assists with coordinating any department grant programs and may be the point of contact on grant administration matters.

Performs  administrative duties, specific tasks include but are not limited to:

  • Composes correspondence, reports, spreadsheets, requisitions and documents.
  • Prepares and files official records such as liens, notices, minutes, agendas, resolutions, and ordinances for official meetings as assigned.
  • Maintains accurate records and files: coordinates and oversees purchases of right-of-way, easements and property.
  • Examines reports, responses, legislation or other material to determine action or additional information needed.
  • Fulfills requests for software, supplies, equipment, and/or materials needed.
  • Communicates and responds to inquiries in verbal and written form.
  • May coordinate the logistics for setting up meetings, and represent the department at meetings, to include addressing Board of County Commissioners, as directed.

 

ADDITIONAL DUTIES. Performs other related duties as assigned.

Qualifications

Education. Bachelor’s Degree in Accounting, Secretarial, Business or Public Administration or related field required.

 

Experience. Five (5) years of increasingly responsible administrative, accounting, budgeting, or support services experience and two (2) years supervisory experience required.

 

Experience/Education substitution. In accordance with County policy.

 

Licenses/Certifications. Must possess a valid Driver’s License and maintain a satisfactory driving record in accordance with County policy.

 

Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.).   Must pass background, driver’s license and credit check. Bilingual proficiency in English and Spanish required. 

 

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Must have knowledge of:  Demonstrated advanced level of knowledge of contemporary principles and practices of administrative management, including finance, procurement, and other administrative functions, pertinent federal, state, and local laws and regulations as well as County policies, effective supervisory practices, business English, spelling, grammar, punctuation, and basic math.

 

Must have skill in:  Interpreting, explaining and making decisions with policies that require analysis; using logical and creative thought processes to develop solutions; using independent judgment and taking appropriate actions in various situations; performing extensive research and conducting comparisons and statistical analysis on department reports; preparing charts, graphs and maps using statistical data; involving stakeholders and developing viable plans of action to address issues.

 

Must have ability to:  Operate multiple types of computer software systems; communicate effectively in oral or written form; maintain strictest confidentiality; establish and maintain effective and cooperative business relationships.

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