What are the responsibilities and job description for the Administrative Assistant - Public Works position at Town of Colchester?
QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
1. Proficient in MS Word, Excel, with ability to learn MUNIS and Utility Billing Software.
2. Two years of experience in general clerical work with municipal experience preferred; or an equivalent combination of education and experience.
3. Computer experience and telephone skills are essential with experience in record management and general accounting preferred.
4. High School diploma required.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
The following is an illustrative and non-exhaustive list of duties:
1. Answer the telephone, take messages, screen calls, and assist the public with information as needed.
2. Maintain strict confidentiality.
3. Prepare work orders, maintain customer comment/complaint records and responses, and may assist in scheduling work assignments for Public Works & Sewer and Water department staff.
4. Assist in scheduling meetings and may participate in taking notes and preparing minutes for the Sewer and Water Commission or other Public Works Department meetings.
5. Prepare a variety of documents as needed in the Public Works Department.
6. Prepare requisitions and purchase orders and maintain a computerized record of department budgets to balance with the Town’s financial management system. Record and monitor budgets using the Town’s financial management system at the department level.
7. Assist in preparing reports to regulatory agencies and maintenance of files for regulatory correspondence as required, including FEMA reimbursement requests.
8. Assist in preparing, collecting, and issuing sewer and water department quarterly, past due, shut-off, final, and annual billings, notices, and payment plans. Track and maintain account revenue collections and account management. Must comply with State of Connecticut regulations concerning the privacy of accounts and Freedom of Information Act policies.
9. Maintain department records, perform filing, copying, and ordering supplies.
10. Invoice and collect insurance claims of the Department regarding damaged public infrastructure.
11. Assist in preparing procedures, policies, and training programs.
12. Must possess or develop a working knowledge of the operations and responsibilities of the Public Works Departments various divisions and general knowledge of other Town departments and State of Connecticut agencies.
13. Prepare, collect and track invoice of fees and user charges in regard to Department revenue and special event charges due the Department.
The above duties describe the most significant duties performed and are not to be considered a detailed description of every duty of the position. Other occasional and related duties may be assigned.
KEY COMPETENCIES
- Ability to communicate and work effectively with diverse groups and individuals.
- Ability to exhibit tact, diplomacy, and confidentiality in dealing with other employees and the public.
- Ability to handle criticism from customers and respond in a professional manner.
- Ability to organize and prioritize work assignments
- Ability to work well independently, be self-motivated and to follow instructions.
- Must be able to perform the essential duties and functions of the job with or without reasonable accommodation.
Qualified individuals should submit:
1. Completed Town of Colchester employment application: https://www.colchesterct.gov/sites/g/files/vyhlif16021/f/uploads/2024_town_application_fillable_0.pdf
2. Resume outlining qualifications and work experience
3. Cover letter outlining applicants professional experience related to the qualifications set forth in the job description.
Send to: HR@Colchesterct.gov
The Town of Colchester is an EEO/AA Employer and complies with the ADA. Applicants with disabilities may request assistance or an accommodation at any time by contacting Human Resources via telephone (860-537-7229) or email (HR@colchesterct.gov)
Job Type: Full-time
Pay: $30.46 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
Work Location: In person
Salary : $30
