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ADMINISTRATIVE ASSISTANT-Public Works-Utilities Division (Dispatch) ID-23035

About the position

The Administrative Assistant for the Public Works Utilities Division (Dispatch) plays a crucial role in supporting the team by performing various administrative services. This position requires effective communication skills and the ability to handle confidential information while providing excellent service to both internal and external customers. The role operates within a 24-hour environment, necessitating flexibility in work hours, including potential shifts during holidays.

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Responsibilities

  • Provides dispatch service by answering telephones and responding to inquiries.
  • Assists internal and external customers with inquiries, documents, and equipment.
  • Identifies customers' needs, clarifies information, researches issues, and provides solutions or alternatives.
  • Performs a variety of clerical duties including filing, entering information into databases, and generating reports.
  • Verifies accuracy and completeness of all data/information received and researches verification on information requests.
  • Operates a computer to transfer, transcribe, and compose various documentation.
  • Disseminates important information to internal employees in a timely and accurate manner.
  • Receives and reviews invoices, reports, forms, and applications, distributing copies to appropriate personnel.
  • Maintains detailed and accurate records; creates and submits reports as required.
  • Assists the Public Works Utilities Finance department with internal orders.
  • Prepares documents for use on the city website and city-used applications.
  • Operates various office equipment including copiers, computers, phones, and facsimile machines.
  • Ensures databases/systems are updated with caller requests and required data is entered.
  • Follows communication scripts when handling different topics.
  • Meets key performance metrics for the assigned area of responsibility.
  • Maintains knowledge of current information including policies, procedures, systems, and precedents relating to assigned responsibilities.
  • Supports training and onboarding of new dispatch staff.
  • Receives and processes incoming invoices.
  • Prepares and disseminates informational bulletins and memorandums.
  • Resolves escalated customer service inquiries and issues via telephone and email.

Requirements

  • Completed at least two (2) years of college coursework in business administration, public administration, or a related field from an accredited college.
  • One (1) to three (3) years performing intermediate administrative work.
  • Advanced skill level with Microsoft Excel, Microsoft Word, and Adobe Acrobat.
  • Administrative support experience that directly relates to the essential duties of the position.

Nice-to-haves

  • Previous Dispatch and/or Customer Service call center experience highly preferred.
  • Knowledge of See ClickFix, Cityworks, and Cayenta software is preferred.

Benefits

  • Dental insurance
  • Disability insurance
  • Health insurance
  • Vision insurance
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