What are the responsibilities and job description for the Public Utilities Administrative Technician position at Johnston County?
JOB
The mission of the Public Utilities Department is to provide citizens of Johnston County efficient, affordable, and friendly services of Water Supply, Wastewater Collection and Treatment, Reclaimed Water, and Stormwater Management.The Public Utilities Department is seeking a full-time Utility Manager AssistantWork of this class involves a variety of administrative and public relations functions in assisting the Department of Public Utilities in carrying out project management coordination, purchasing, contracting and managerial support activities.
EXAMPLE OF DUTIES
Develops and maintains an efficient and functional process for the records management (hard copies and digital) and retention of division, records, files, plans, performance bonds, etc. Develops, implements and maintains protocol/process to track project status for private, County and capital projects.Independently provides and coordinates administrative support for the Department’s following programs: Private Development Water/Sewer Review and Permitting, Stormwater Management, Sedimentation/Erosion Control, Riparian Buffer Regulation; Utilizes Clariti software (after implementation) to manage private development project status.Administers and tracks formal and informal construction contracts requiring a competitive bid process from advertising to contract award; Develops and maintains plan holder lists and bid results, produces and distributes bid packets and addendum, and coordinates process with outside engineering firms, internal engineering staff and plan rooms; Compiles and tracks pertinent contract information on the HUBSCO construction reporting system.Provides administrative support for Water and Sewer Capital ProjectsResponsible for interpreting and carrying out established programs and/or departmental policies and procedures. Work usually requires considerable public contact with customers, residents, engineers, developers, surveyors, employees, other departments or the general public in explaining policies and procedures.Greets, assists and directs walk-in and phone customers for the Department's Engineering & Construction Division.Provides clerical support, including mailing, scanning, and copying, including monthly dissemination of bulk billing invoices to wholesale water and sewer customers.Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.Ensure operation of office equipment (printers, scanners, copiers, etc.); calling for repairs; and maintaining equipment inventories. Administers lease contracts for office equipment (printers, scanners, copiers, etc.) and contacts customer support for all repairs, contract issues, etc. Responsible for maintaining supply inventories for all specialized office equipment.Completes basic updates/information addition to the Public Utilities website.Prepares and enters purchase order request into the County's on-line processing system and completes on-line purchases for various divisions within Public Utilities in accordance with the County's P-card procedures.Processes invoices for payment, as needed, by entering into the County's on-line processing system after thorough review. Tracks commercial power, water, and sewer utility bills on a monthly basis. Notes and investigates any potential discrepancies with the appropriate parties before processing invoices for payment. Reconciles invoices for local credit accounts for miscellaneous equipment and supply purchases to ensure assignment of expenses to the correct departments.Reconciles cellular telephone expense invoices ensuring that expenses are assigned to the correct departments and assists with cellular phone repairs and upgrades for the department (in coordination with Technology Services).Completes and notarizes paperwork to apply for all license plates and updates vehicle inventory spreadsheet, including Public Utility registration with NCDMV.Drives personal vehicle locally for various errands, including daily pick-up and delivery of US mail and interoffice exchange at Johnston County Courthouse, and pick-up or delivery to local merchants' offices.Uphold a high level of professionalism and carry out a policy of courtesy and superior customer service.Perform a variety of other duties, as assigned, and special projects, as needed.
SUPPLEMENTAL INFORMATION
Completion of high school or equivalent and three years of progressively responsible secretarial or clerical/administrative/office management or project management experience; or completion of a two-year business administration program and two years of progressively responsible clerical/administrative, office management or project management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field; or an equivalent combination of training and experience. Special Requirements: NC Driver's license; Must obtain (within 3 months of employment) and maintain a NC Notary Public certification.
The mission of the Public Utilities Department is to provide citizens of Johnston County efficient, affordable, and friendly services of Water Supply, Wastewater Collection and Treatment, Reclaimed Water, and Stormwater Management.The Public Utilities Department is seeking a full-time Utility Manager AssistantWork of this class involves a variety of administrative and public relations functions in assisting the Department of Public Utilities in carrying out project management coordination, purchasing, contracting and managerial support activities.
EXAMPLE OF DUTIES
Develops and maintains an efficient and functional process for the records management (hard copies and digital) and retention of division, records, files, plans, performance bonds, etc. Develops, implements and maintains protocol/process to track project status for private, County and capital projects.Independently provides and coordinates administrative support for the Department’s following programs: Private Development Water/Sewer Review and Permitting, Stormwater Management, Sedimentation/Erosion Control, Riparian Buffer Regulation; Utilizes Clariti software (after implementation) to manage private development project status.Administers and tracks formal and informal construction contracts requiring a competitive bid process from advertising to contract award; Develops and maintains plan holder lists and bid results, produces and distributes bid packets and addendum, and coordinates process with outside engineering firms, internal engineering staff and plan rooms; Compiles and tracks pertinent contract information on the HUBSCO construction reporting system.Provides administrative support for Water and Sewer Capital ProjectsResponsible for interpreting and carrying out established programs and/or departmental policies and procedures. Work usually requires considerable public contact with customers, residents, engineers, developers, surveyors, employees, other departments or the general public in explaining policies and procedures.Greets, assists and directs walk-in and phone customers for the Department's Engineering & Construction Division.Provides clerical support, including mailing, scanning, and copying, including monthly dissemination of bulk billing invoices to wholesale water and sewer customers.Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.Ensure operation of office equipment (printers, scanners, copiers, etc.); calling for repairs; and maintaining equipment inventories. Administers lease contracts for office equipment (printers, scanners, copiers, etc.) and contacts customer support for all repairs, contract issues, etc. Responsible for maintaining supply inventories for all specialized office equipment.Completes basic updates/information addition to the Public Utilities website.Prepares and enters purchase order request into the County's on-line processing system and completes on-line purchases for various divisions within Public Utilities in accordance with the County's P-card procedures.Processes invoices for payment, as needed, by entering into the County's on-line processing system after thorough review. Tracks commercial power, water, and sewer utility bills on a monthly basis. Notes and investigates any potential discrepancies with the appropriate parties before processing invoices for payment. Reconciles invoices for local credit accounts for miscellaneous equipment and supply purchases to ensure assignment of expenses to the correct departments.Reconciles cellular telephone expense invoices ensuring that expenses are assigned to the correct departments and assists with cellular phone repairs and upgrades for the department (in coordination with Technology Services).Completes and notarizes paperwork to apply for all license plates and updates vehicle inventory spreadsheet, including Public Utility registration with NCDMV.Drives personal vehicle locally for various errands, including daily pick-up and delivery of US mail and interoffice exchange at Johnston County Courthouse, and pick-up or delivery to local merchants' offices.Uphold a high level of professionalism and carry out a policy of courtesy and superior customer service.Perform a variety of other duties, as assigned, and special projects, as needed.
SUPPLEMENTAL INFORMATION
Completion of high school or equivalent and three years of progressively responsible secretarial or clerical/administrative/office management or project management experience; or completion of a two-year business administration program and two years of progressively responsible clerical/administrative, office management or project management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field; or an equivalent combination of training and experience. Special Requirements: NC Driver's license; Must obtain (within 3 months of employment) and maintain a NC Notary Public certification.
