Administrative Specialist - Water Operations

Assigned to: Water Operations - City Hall

We are seeking a dedicated and detail-oriented Administrative Specialist to join our team. In this role, you will serve as a key administrative support person for the Water Operations Officer, Chief Operating Officer, and various departments within the city government. Your daily responsibilities will include answering customer inquiries regarding system investment charges and tap fees, and becoming proficient in internal software systems for water and sewer permitting. You will assist in drafting contracts, memos, resolutions, and compile data and reports for water entity meetings, working closely with the city clerk, attorney, and engineers. Additionally, you will manage document tracking, prepare materials for archives, and maintain office supplies and equipment. 

The ideal candidate will have strong customer service skills, be proficient in Microsoft Word and Excel, and work collaboratively with multiple departments to ensure smooth operations. If you’re eager to contribute to the efficient functioning of both city and regional entities while providing excellent service, we invite you to apply!

Incumbents are responsible for performing highly skilled administrative support  to multiple divisions and/or work groups.  

REPORTING STRUCTURE:
Receives general supervision from a Division Manager or Department Director.1.    Performs a variety of highly skilled administrative support duties, with independence, including compiling material and/or special case work; financial reconciliations; maintaining and updating a department website and social media sites; and serving on internal committees and/or task forces.
    
2.    Provides customer service and performs administrative tasks, which may include all the duties described in the Administrative Assistant job description, in addition to higher skilled work.
    
3.    May assist the Financial Services Department with tracking and/or reconciling grants within assigned department; serves as the point of contact for grant compliance and/or internal audits.
    
4.    Inputs a variety of complex and statistical data; creates spreadsheets to organize, display, and summarize data; facilitates analysis and identifies interrelationships; and prepares special reports for City departments and/or agencies.
    
5.    Coordinates and prepares for events, attends meetings, and may serve on committees and/or taskforces as assigned.
    
6.    Assists with basic analytic work and budget preparation within function or department to support management.
    
7.    Processes accounts payables and/or receivables, including calculating and determining settlements or adjustments; accepts payments; maintains petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.
    
8.    Creates and manages correspondence with significant impact while keeping management apprised of issues and accomplishments; follows-up, tracks work flow, and resolves problems relating to procedures and deadlines.
    
9.    Ensures the organization and maintenance of record keeping systems;  may suggest recommendations to management regarding improved efficiency for such systems.
    
10.    Relied upon for operational knowledge of administrative processes and may serve as Subject Matter Expert (SME) due to high profiency with specific technology and/or equipment solutions.  May create semi-technical documentation for resource purposes. 
    
11.    Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
    
12.    Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):
Knowledge of:
•    Customer service principles.
•    Basic municipal budgeting principles
•    Fiscal record keeping.
•    Accounts payable/receivable. 
•    Research methods and techniques.
•    Inventory management principles.
•    Record retention and file management principles.
•    English language, grammar, and punctuation.
•    Mathematical principles.
•    Methods of utility or grants accounting.
•    Municipal operating and budget procedures.
•    Time management.
•    Federal, state, and local laws, policies, and guidelines governing public funds administration.
•    Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.

Abilities (position requirements at entry):
Ability to:
•    Understand, navigate, and comply with all grant requirements.
•    Research fiscal and statistical information and prepare related reports and spreadsheets.
•    Organize records in an easily retrievable fashion.
•    Routinely demonstrate the City of Casper core values.
•    Learn and follow basic grant writing, compliance, principles, and techniques. 
•    Operate a variety of modern office equipment.
•    Maintain confidentiality. 
•    Problem solve.
•    Accurately proofread numerical and text data.
•    Work on a variety of tasks simultaneously.
•    Perform research and review of data.
•    Prepare reports and written correspondence.
•    Make travel arrangements.
•    Monitor a variety of financial records, ledgers, and accounts in accordance with City policies and procedures.
•    Process accounts payable/receivable
•    Maintain a neat and professional appearance. 
•    Work independently and as part of a team.
•    Communicate effectively verbally and in writing. 
•    Follow written and verbal instructions.
•    Establish and maintain effective working relationships with those contacted in the course of work.
•    Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor. 
•    Communicate with the public regarding fees, policies, rules and general information about a division, facility, or event

Skills (position requirements at entry):
Skill in:
•    Maintaining accurate records and files.
•    Accounts payable/receivable.
•    Maintaining confidentiality.
•    Researching and evaluating data and information.
•    Time management.
•    Conflict management and problem solving.
•    Coordinating meetings and/or events.
•    Serving on committees and task forces.
•    Providing customer service.
•    Proofreading and editing documents.
•    Creating clear and concise reports.
•    Typing correspondence, memos, data entry, and/or other related information.
•    Operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public. 
•    Oral and written communication, sufficient to exchange or convey effective information and to receive work direction. 
•    Using a computer and related software applications.


EDUCATION AND EXPERIENCE
•    High school diploma or equivalent (G.E.D.) required.
•    Minimum of five years of increasingly responsible experience performing administrative support, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed below.
•    Local government experience preferred.
•    Associate’s degree in business administration, finance, general studies, or a related field preferred.

LICENSING AND CERTIFICATIONS
•    Possession of a valid Wyoming Driver’s License preferred.
•    Formal grant management training or certification preferred.
•    May require being, or obtaining, a Notary Public designation.

Driving records are required for all new employees regardless of the position's driving requirements. If the employee has not held a Wyoming driver's license for the last three years, the employee must provide at their own initiation and expense a driving record from their previous state(s) of residence.

Physical and Environmental Conditions:  
City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include: 
•    Emergency response/rescue
•    Handling or working with hazardous materials, including chemicals as well as solid and liquid waste
•    Operating or maintaining water and wastewater systems
•    Writing or modifying code, maintaining or modifying City data systems including work on networks, servers, and communication systems
•    CDL operations and driving
•    Operating power-driven machinery or equipment
•    Creating or modifying health, financial, security and or risk documents or assessments
•    Working with or directing minors 

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.
    
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly 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.

Incumbents in this position work indoors in an office environment and are subject to the common noises associated with office work including telephones, copiers, and printers. The position requires frequent sitting, typing, and customer contact, both by telephone and in person.

Salary : $46,197 - $62,379