What are the responsibilities and job description for the Administrative Assistant position at Macon Water Authority?
Job Description
Job Description
Job Summary :
Performs various administrative tasks to assist the Management team and staff of the Customer Care department.
Responsibilities :
- Maintain Outlook Calendars – Coordinate scheduling for the following
- VP and / or Customer Care Managers
- Conference Room calendars reservations
- Vacation schedule for the units of Customer Care
- Staff Meetings / Scheduling
- Participate in Leadership Meetings and take / distribute meeting minutes
- Assist with preparing the agenda and gathering information for staff meetings
- Schedule 1-1 meeting for VP with Direct Reports
- Assist with registering and scheduling employees for development training
- Timekeeping / Payroll Management
- Coordinate Yearly vacation planning for Customer Services and Field Service associates
- Serve as backup to Supervisors in reviewing and approving employees' weekly time in ADP.
- Resolve any employee reoccurring ADP administrative issues with HR.
- Review sick time and vacation time balances on supervisor and employee requests.
- Staff Support
- Research, schedule, and book travel for CS Leadership Team conferences, seminars, and other business trips.
- Maintain travel / seminar reimbursement / per diem forms and ensure compliance
- Maintain supply inventory by checking stock and anticipating needed supplies
- Ensures operation of equipment by ensuring preventive maintenance requirements and contacting the necessary individuals for repairs
- Coordinate any special events within the department (Customer Service Week, Retirements, Appreciations, etc.)
- Reconcile purchasing card summary each month
- Collect purchasing requests from supervisors and prepare requisitions using vendor and cost analysis for VP or Manager approval
- Maintain all keys for all department supervisors and employees.
- Issue and keep track of all key responsibilities for all employees, including vehicles.
- Reporting / Recordkeeping
- Maintain department purchase order records
- Track all operating expense purchase requisitions and resulting purchase orders.
- Ensure all department purchases are processed for payment upon receipt.
- Track all Capital Improvement Project purchase requisitions and resulting purchase orders.
- Ensure all CIP purchase orders are executed, and work is scheduled for completion.
- Ensure all vendor services are delivered to MWA and payment processed upon completion of services.
- Maintain all department service agreements and other signed vendor contracts.
- Ensure service agreement renewals are completed
- Maintain individual employee personnel files for the customer service department
- Maintain truck maintenance and odometer records
- Assist leadership with compiling appraisals to be sent to HR
- Department Budget Analysis
- Assist with yearly Capital Improvement Project – planning, proposals, and budget analysis for Customer Service and Field Service.
- Assist with yearly operating budget planning, proposals, and allocation for all customer service departments.
- Customer Relations (Internal and External)
- Serve as MWA Facebook administrator for customer communication and emergency / office closure communication
- Maintain IVR for emergency / office closure communication in the call center supervisor’s absence.
- Assist with maintaining the website for customer communication and emergency / office closure communication.
- Maintain lobby, call center, billing, and metered services super sign presentation monthly
- Serve as emergency response leader in case of inclement weather or other emergencies during business hours.
- Ensure customer requests are directed to the correct staff member for a response
- Data Collection and Reporting
- Compile monthly KPIs for the customer service department
- Complete monthly productivity reports for each supervisor
- Develop recurring, or ad hoc reports in excel, Cognos, and Microsoft Access at the request of leadership or others.
- Policy Research and Creation
- Assist training and supervisors with researching, creating, and updating company policies / SOPs.
- Other related duties as assigned
- Assist with bi-annual Macon 5x5 and other project coordination with Macon-Bibb County.
- Assist Business Office Supervisor with setting up the system scheduler and creating
Qualifications :
Physical Requirements :
