What are the responsibilities and job description for the Assistant to the Director of Public Utilities position at CITY OF ELIZABETH CITY?
JOB
The purpose of this job is to provide administrative and clerical support for the assigned department, which may include, personnel, payroll and office management processes according to the City’s policies and procedures.This position works under close to general supervision according to set procedures but determines how or when to complete tasks.
EXAMPLE OF DUTIES
The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Assists department management with budget related activities; reviews monthly financial reports; provides information on past budgets and expenditures for use in developing budget proposals; and retrieves and reports information on expenditures and current fund balances. Prepares varied department documents, records, reports, and forms requiring knowledge of programs, policies and procedures. Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines. Research, compiles, consolidate, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval. Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment. Prepares the accurate and timely preparation of the department's payroll.Prepares hiring and off-boarding personnel actions in conjunction with Human Resources.Prepares forms and documents necessary to administer Department programs, projects, and objectives as required.Trains and/or ensures the on-going training of administrative office staff members in the latest computer applications used by the agency, secretarial skills and general office clerical functions.Manages the travel/training process for departmental staff, submits travel documentation to finance, and requests reimbursement checks.Initiates, conducts and directs various departmental studies, and analyzes complex problems involving workforce utilization, office automation and operational procedures.Reviews general ledger accounts, ensure proper recording of expenditures and revenues (making corrections as needed), and ensure funding is available in accounts required for operations (initiating transfers as needed) per GAAP and GASB.Assists in the development and formulation of department's annual budget.Performs related work as required.
SUPPLEMENTAL INFORMATION
Requires High School graduation or GED equivalent.
The purpose of this job is to provide administrative and clerical support for the assigned department, which may include, personnel, payroll and office management processes according to the City’s policies and procedures.This position works under close to general supervision according to set procedures but determines how or when to complete tasks.
EXAMPLE OF DUTIES
The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Assists department management with budget related activities; reviews monthly financial reports; provides information on past budgets and expenditures for use in developing budget proposals; and retrieves and reports information on expenditures and current fund balances. Prepares varied department documents, records, reports, and forms requiring knowledge of programs, policies and procedures. Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines. Research, compiles, consolidate, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval. Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment. Prepares the accurate and timely preparation of the department's payroll.Prepares hiring and off-boarding personnel actions in conjunction with Human Resources.Prepares forms and documents necessary to administer Department programs, projects, and objectives as required.Trains and/or ensures the on-going training of administrative office staff members in the latest computer applications used by the agency, secretarial skills and general office clerical functions.Manages the travel/training process for departmental staff, submits travel documentation to finance, and requests reimbursement checks.Initiates, conducts and directs various departmental studies, and analyzes complex problems involving workforce utilization, office automation and operational procedures.Reviews general ledger accounts, ensure proper recording of expenditures and revenues (making corrections as needed), and ensure funding is available in accounts required for operations (initiating transfers as needed) per GAAP and GASB.Assists in the development and formulation of department's annual budget.Performs related work as required.
SUPPLEMENTAL INFORMATION
Requires High School graduation or GED equivalent.
