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Position Purpose
Performs entry-level administrative support or technical program assistance in disseminating information for a variety of functions to include maintaining filing systems, and performing internal administrative support work accounting, contract development, and accounts payable/receivable. Works under general supervision with moderate latitude for the use of initiative and independent judgment.
Dallas Water Utilities – Elm Fork Division: The Elm Fork water treatment plant is looking for an individual with asset management software experience to coordinate, plan and schedule work orders through the Enterprise Asset Management System (Maximo) while optimally utilizing staff to complete tasks efficiently. This position is also responsible for coordinating communications between the customer and maintenance shops to address the requests and document progress in Maximo. This may include planning, scheduling, and routing the tasks/requests to the appropriate trade, shop and/or individual to best address the issue. Other duties include managing the content of the job and/or preventive/corrective maintenance tasks to incorporate efficiencies where possible and procuring the materials and supplies needed for the repairs/upgrades for all assets associated with water produced at the plant.
Essential Functions
1 Prepares, interprets, and disseminates information concerning departmental programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
2 Participates, assists, and supports in the planning and execution of a department program; develops, coordinates, and maintains record keeping and filing systems; handles petty cash and performs general accounting duties.
3 Assists in the development of administrative or technical policies and procedures for programs, department initiatives, or other projects.
4 Coordinates, organizes, and facilitates meetings, conferences, and seminars for department or division; assists in coordinating work and various projects between units of the department.
5 Compiles and analyzes data, makes calculations, and prepares reports; assists and supports high level administrative staff in the development and dissemination of data and information; runs monthly division reports to ensure performance measures are met.
6 Assists in the preparation of presentations for administrative hearings.
7 Researches, composes, designs, and edits publications such as brochures, forms, and manuals; provides support for other document, marketing, and departmental publishing.
8 May assist in the development of training materials; provides training for subordinate administrative staff to ensure quality and efficiency of work; monitors and ensures all licenses, certifications, and physical paperwork are accurate and up to date.
9 Responds to inquiries regarding rules, regulations, policies, and procedures; provides excellent customer service; monitors department inventory and ensure the procurement of required essentials.
10 Performs any and all other work as needed or assigned.
Minimum Qualifications
EDUCATION:
High school diploma or GED.
EXPERIENCE:
Five (5) years of administrative support experience involving two (2) or more of the following:
Accounts payable/receivable
Correspondence/publication preparation.
Procurement
Budget analysis/preparation
Contract administration.
Policy/procedure development.
Records management and/or report writing.
Financial management experience.
EQUIVALENCIES:
An associate degree in any field plus three (3) years of the specified experience will meet the education and experience requirements.
A bachelor’s degree in business, education, or social science field plus one (1) year of the specified experience will meet the education and experience requirements.
A bachelor’s degree or higher in any field other than those stated above, plus three (3) years of the specified experience will meet the education and experience requirements.
A master’s degree or higher in business, education or social science field will meet the education and experience requirement.
Supplemental Information
Knowledge and Skills
1 Knowledge of office practices and administrative procedures.
2 Knowledge of customer service techniques to resolve problems and issues.
3 Skill in standard office equipment and software.
4 Ability to implement administrative procedures and to evaluate their effectiveness.
5 Ability to coordinate, lead and train others.
6 Ability to interpret rules, regulations, policies, and procedures.
7 Communicating effectively verbally and in writing.
8 Establishing and maintaining strong working relationships.
The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.
For evaluation purposes, acceptable qualifying experience for all positions must have been in a paid capacity unless noted otherwise in the minimum qualifications for the posted position.
Additionally, 30+ hours per week will be counted as full-time employment and will receive full credit for the amount of time employed. A minimum of 15 through 29 work hours per week will be counted as part-time employment and will receive half credit for the amount of time employed.
