Office Administrator- Public Works (Admin)

Description

Performs work of moderate difficulty processing accounts, billing and budget monitoring function for (3) utility public improvement districts. Services as the point of contact for the Public Works Department. Point of contact and issues permits for oversize/extra-legal vehicle transports permits for all county roads in compliance with all County, State and Federal Requirements. Provides administrative support for the Engineering Division and Public Works Administration. Inputs invoices into our financial software, creates deposits, and other general administrative functions. Responsible for assisting Public Works staff in achieving ADA compliance.

Essential Duties

(The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. Mesa County reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.) 

Utility Billing and Tap/Contract Administrator. Position is responsible for the billing and tap accounting for three utility Public Improvement Districts (PID) (with over 200 customers currently). Task’s involved include but not limited to:

·     Manage accounts and file records

·     Issue Tap applications to new customers, work with field staff on inspections of new taps

·     Send out monthly billing

·     Identify delinquent customers

·     Work with customers who are delinquent to bring their account current

·     Place property liens on delinquent accounts

·     Work with Mortgage companies and Treasurer’s Office to ensure that receivables are collected and placed in proper accounts

·     Account for monthly charges and TAP fees for the Whitewater PID for distribution to proper funds for 1) operations 2) loan repayment and 3) monthly allocation to Clifton Sanitation per agreement.

Right of Way (ROW) Acquisition. Position assists Property Agent in acquiring ROW for the Capital Improvement Program. Tasks involved include but not limited to:

·     Preparation of Legal Documents

·     Research public records for chain of land title and ownership

·     Assist (as needed) for publication of legal notices for Public Hearing

Transportation Permit Program for Oversize/Overweight vehicles for the County. Tasks involved include but not limited to:

·     Single point of contact for all carriers including oil and gas companies

·     Review all permits using advanced knowledge in axel weight loads, width and height      restrictions, road restrictions and school bus hours for all communities in the county

·     Working closely with Road and Bridge Supervisor, District Forman, Port of Entry and State Police

·     Issue permits to carriers with a turn-around of less than a day

·     Point of contact and coordinator for bike/pedestrian race events 

·     Send out monthly expiration notices

·     Maintain data base of annual, extra-legal and extra ordinary permits

·     Bill and receive payment on all permits (including ROW)

Administrative Support for Public Works Administration and Engineering Division. Tasks involved include but not limited to:

·     Prepares daily Treasurer Deposits

·     Point of contact for the Public Works Department which is currently made up of three         Divisions

·     Orders and manages offices supplies for two of the three divisions of Public Works and for   the Public Improvement Districts

·     Responsible for utilizing Mesa County financial system to enter and process proper payment of operating expenditures for two of the three divisions of Public Works, including procurement card transactions

· Interacts with staff from other departments, elected officials, media and the general public in person or by telephone in order to respond to inquiries, receive complaints, and resolve problems.   Inquires can include rights-of-way (ROW) questions, location and status of county roads, subdivision or exemption plats.  

• Enters and retrieves information from computer in order to perform research, update records, process transactions, or respond to requests for information.
• Point of contact for road complaints via the Road Problem Reporter on the County webpage
• Manage petty cash fund, check spreadsheet and balance cash drawer
• Interacts with staff from other departments and the general public in person, by telephone or email to respond to inquiries, provide advice, exchange information, receive complains, resolve problems
• Enters and retrieves information from a computer in order to perform research, updated records, process transactions, or respond to requests for information.

Performs the geo-coding and database update for the County’s GIS system using ArcView.  Using appropriate ArcView Project (APR), locates parcel(s) that encompass project and draw polygon over area.  Open table (database) that is an attribute of the polygon and enter the pertinent information.  This database holds details that are essential for the general public as well as staff. Completes survey deposits for new subdivisions.

Complete training for CommonLook software for ADA compliance regulations per §§24-85-101, et seq., C.R.S., or the Accessibility Standards for Individuals with a Disability as established by the State of Colorado's Governor's Office of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S.. Responsible for assisting staff to make ALL documentation compliant.  

Oral and written communications must be clear and effective.

Performs other related duties as assigned. 

Minimum Requirements

Education and Experience:

Associate’s Degree and two (2) years of related administrative experience

Any combination of education, training and experience which provides the knowledge, skills and abilities required for the job.

Licenses and Certifications:

Notary

• A seniority system that rewards employees based on length of employment and relevant experience with prior agencies.
• A merit system that rewards or penalizes employees for exceptional or below standard job performance.
• Education, training, or experience to the extent that they are reasonably related to or impact the efficiency of the work in question.

This position is eligible for the following Mesa County benefits:

• Medical
• Dental
• Vision
• Retirement
• Paid Sick and Vacation Leave
• Life insurance
• Long term disability

Salary : $4,744 - $5,418