Administrative Support Specialist - Utilities

This position requires a detailed and independent worker to support the Utilities Department, having a current staff of approximately 30 employees and four divisions. This position would be able to work remotely as long as adequate responsiveness and production is evident. Occasional office visits and errands will be part of the position, so the remote location must be within commuting distance of Hillsborough, NC. 

ESSENTIAL FUNCTIONS
 The following duties are representative of this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Provides customer service and office support duties including but not limited to ordering office and building supplies; answers phone and responds to customer requests and complaints; educates the public on town policies, procedures, and programs; routes phone calls and inquiries to the proper staff, prepares and sends utilities invoicing.
• Collects and maintains data; prepares and updates reports; prepares system summaries for financial documents, prepares correspondence and public information documents; performs website updates; researches topics related to advisory board discussions.
• Provides administrative support for the four Utilities divisions including advisory board support; performs deed, easement and plat research; enters, checks, updates or coordinates work orders; prepares mailings and reports, communications updates; and, assists with research or special projects.
• Assists with procurement and finance activities like ordering supplies, items or software, obtaining quotes, preparing requests for qualifications and proposals, entering purchase order requisitions and check requests.
• Trends various water data by entering and summarizing using Excel functions, and tracking various utilities activities like development reviews and responses, main break data, complaints, locate ticket reports and other items of interest or need.
• Serves as liaison to various contractors, suppliers, designers, and other departments to complete projects.
• Prepares presentation materials for outreach and events.
• Prepares and/or generates a variety of documents including reports, newsletters, notebooks, training materials, mailings, and receipts.
• Assists in drafting legal documents, permit applications and agreements in consultation with the town attorney, such as easements, encroachment agreements, deeds, for utilities projects. 
• Performs other related duties as required.

Position Qualifications

Education and Experience:

• Requires a High School Diploma and/or GED and 1 year of experience; or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities.

Licensure, Certification, and Specialized Training:

• Basic to advanced proficiency with Microsoft Office 365 products such as Word, Excel, and Powerpoint with an emphasis on Excel.
• Familiarity with ESRI ArcGIS preferred.
• Experience with Excel Pivot tables and charts preferred.

Working Conditions and Physical Requirements:

• Must be physically able to operate different types of office equipment.
• Must be physically able to exert up to 20 pounds of force occasionally and/or frequently to lift, carry, push, pull, or otherwise move objects. Must be able to lift or carry up to 20 pounds.
• Sedentary work involves walking and standing for brief periods of time.
• Flexible work policy conditions must be met for position to be remote. 

Supplemental Information

Knowledge:

• Methods, policies, and procedures as they pertain to the performance of duties, including town codes, ordinances and guidelines, employee handbook, NC General Statutes, required records, reports, documents, and related information, and departmental operations and activities.
• Functions and interrelationships of the town and other governmental agencies.

 Skills:

• Administrative, secretarial, organizational, bookkeeping, clerical, and customer service skills.
• Maintenance of efficient filing systems.
• Use and maintain a variety of office equipment including calculator, computer, printer, copier, scanner, fax machine, shredder, telephone, etc.
• Be able to connect to town systems remotely.
• Use and quickly learn a variety of word processing, spreadsheet, database, or other system software.

 Abilities:

• Work independently, plan and prioritize tasks.
• Produce quality work, which requires constant attention to detail. Plan and develop daily, short- and long-term goals.
• Comprehend, interpret, and apply regulations, procedures, and related information. Assemble and analyze information and make written reports and documents in a clear, concise, and effective manner.
• Establish and maintain effective working relationships, and effectively communicate with supervisors, other employees, elected officials, town management, business owners, vendors, and the general public; provide assistance and advice to various departments and individuals.
• React calmly and quickly in emergency situations.