Job: Utilities- Administrative Assistant

PHMSA – Safety Sensitive: Requires Random Drug-Testing

GENERAL PURPOSE

This position performs tasks related to City utility services for water, gas, electric, and wastewater.  Duties include working with the public, completing all department billing, and assisting each department with compliance monitoring and reporting.

CULTURAL VALUES AND COMPETENCIES

The mission of every employee at the City of Trinidad is to deliver exceptional value and quality of life to all our citizens.  Each employee is measured by the ability to adhere to the city’s core value of Pride which is delivered through Purpose, Respect, Integrity, Dependability, and Excellence.  As a City we embrace and celebrate diversity and equity for all citizens and recognize that it is a privilege to serve the citizens of Trinidad, Colorado.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required.  The City of Trinidad retains the right to modify or change the essential duties and additional functions of the job at any time without notice. Examples of duties are not intended to be all-inclusive or restrictive:

• Greets the public, answers questions, responds to inquiries, and provides support to all employees as directed.
• Assists with answering phones, greeting customers, and distributing mail.
• Assists in compiling, maintaining, and submitting information for each department to ensure compliance with rules and regulations and updates plans accordingly.
• Coordinate and schedule training and necessary accommodations for each of the departments.
• Investigates issues related to noncompliance.
• Assist in maintaining, updating, and submitting monthly, quarterly and annual reports or plans to the designated agency for each of the utilities (Electric, Gas, Wastewater, Water) to ensure compliance with state and federal agencies.
• Maintains and processes all permits related to electric, gas, wastewater, and water utilities, collects appropriate associated fees, and provides follow-up as necessary; customer service skills to communicate with the public.
• Serves as a liaison with the processing and facilitating locates through the Colorado 811 one-call center to ensure compliance for the city and with its membership requirements.
• Process and manage billing miscellaneous accounts related to utilities; maintains annual inventory reporting for the departments.
• Performs other duties as assigned.

NECESSARY KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of or the ability to learn database and billing systems.
• Demonstrate knowledge of modern office practices, procedures, equipment, business English, spelling, and mathematical computations and tabulations.
• Operate a Personal Computer and be familiar with current computer software applications (Microsoft Word, Excel, PowerPoint, and Outlook). Set up and type a variety of letters, memos, reports, agendas, minutes, ordinances, and resolutions; maintain moderately complex administrative assistant reports and prepare detailed reports from such records.
• Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Maintain confidentiality.
• Remain calm under time-sensitive pressure situations and ability to deal with problems involving several concrete variables in standardized situations.
• Work independently using good judgment in the prioritization of work at all times and able to adjust rapidly to a reprioritized work schedule.
• Present a positive attitude in dealing with the public, employees, and elected officials.
• Elicit information effectively and convey concise, accurate explanations of ordinances, policies, procedures, and requirements.
• Ability to reliably and predictably carry out duties.

SUPERVISION

Received:  Works under the general supervision of the Utilities Manager.

Exercised:  None.

EDUCATION/EXPERIENCE

Required:

• High School diploma or equivalent and one (1) to three (3) years related experience and/or training.

Preferred:

• Associate’s or Bachelor’s degree from an accredited college or university and four (4) to five (5) years related experience and/or training; or equivalent combination of education and experience.

Other Requirements:

• Must possess a valid current state-issued driver’s license and not be under suspension, revocation or denial nor have any prior alcohol and/or drug-related driving offenses within the last five years. A driving record search will be conducted on all applicants prior to employment and will be subject to observation throughout their employment.
• Successful candidates must pass a background investigation, drug screening and physical examination in accordance with job duties prior to employment.
• As required under PHMSA Drug & Alcohol Testing Requirements, all employees who respond to emergency calls are required to participate in the random testing program in place at the City.

WORKING CONDITIONS

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate.  Duties are generally performed in an office setting with a controlled environment.

**Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee, time to time; the scope of the job may change as necessitated by business demands. Click “View Application” below for more detail on this specific job.