Utilities Service representative Job at City of Gainesville, GA
Summary
Performs a variety of highly responsible, confidential and complex administrative and secretarial tasks in relieving the department head of administrative detail. Responsible for the administrative duties in supporting the water, sewer and stormwater field repair personnel, including but not limited to dispatching service calls, answering customer questions, maintaining service and meter installation records, preparing reports, payroll preparing, and ensuring customer satisfaction of services performed. Notifies other departments of planned work or issues that might impact water, sewer and stormwater service. Email road closure notices to customer service and other necessary personnel.
Job Duties
Serve as department lead over Secretary, performing routine clerical functions to assigning, reviewing and assisting with work.
Maintains records of work performed by field repair crew to include information such as time, location, and nature of work orders. Prepares related reports as needed.
Answers customer calls regarding water and sewer system problems. Advises customers on work efforts and scheduling of utility services. Resolves scheduling conflicts between customers and work crews. Works in NexGen entering and assigning work orders and dispatching techs if necessary.
Researches problems with customers’ accounts and relays information to appropriate employees. Answer questions from field staff concerning customer accounts on Springbrook. Verify information and report back to technician.
Prepares and assists in the departmental yearly budget process, gathering information and entering into New World system and meeting deadlines.
Process purchasing receipts and invoices to insure proper account coding. Process AP and prepare for approval by superintendent. Verify amounts left on purchase orders for availability. Scans approved invoices into vendor files and sends to Accounts Payable for payment. Processes yearly POs for supervisor, updates and notifies purchasing of any prices changes. Maintains Lowes card for supervisors.
Records and distributes work orders to service crews at customer request either directly to superintendents or by dispatch to work crews. Relays messages or special instructions to work crews.
Maintains records for utility locating work. Assists technicians in scheduling work requests as needed.
Process utility locates for approximately 10 construction crews including emergency and normal locates. Call in damages and contact vendor to notify of damage. Gather information on damage and record information for possible future inquires.
Maintains departmental filing system for AP and Employee files. Handles updating employee information for management.
Work with NexGen and contractor on meters to ensure timely installation. Advises customers on work efforts and scheduling of utility services. Resolves scheduling conflicts between customers and work crews. Attend monthly meeting on progress with contractors.
Helps employee’s with accident forms, coordinates sending employee for drug test and forwarding paperwork to HR.
Maintains assets for department and performs once a year inventory. Meets deadlines. Process acquisitions, additions and deletions of equipment throughout the year as necessary.
Handles any changes to standby list.
Process boot vouchers and coverall vouchers, including signing, updating spreadsheet and processing for payment.
Enrolls employees in training classes for certification, processes application for testing and arranges for payment. Follows up on scheduling of test. Also enrolls employees in classes and conferences necessary for keep certification points up to scale. Enrolls employees in Flagging Class, Defensive Driving class, Confined Space and Competent Person Excavation.
Calculate water loss information for monthly engineering report.
Verify Paycom for each employee, handling any issues with attendance or leave (special leave, workers comp, etc.) Enters overtime hours into Paycom and scans daily and places copy in customer service file for reference. Corresponds with Department Administrator on new employees, departing employees, and forwards necessary documents.
Orders office supplies for each department, process invoice and codes for each department.
Meets with vendors concerning office functions such as security, copier and other equipment.
Maintains and disburses petty cash funds. Audits as needed to ensure funds are accounted for and documented.
Receives, opens and routes departmental mail. Receives packages from UPS and Fed Ex. Updates and distributes employee phone list and gate codes list. Assumes responsibility for special projects to relieve department head of administrative detail; monitors projects to completion to assure accuracy.
Maintains monthly vehicle maintenance schedule and distribute to involved employees.
Responsible for completing field service employee’s time sheet, obtaining leave forms, securing panel physician services, and various other personnel related tasks.
Maintains records for new meter installations to include various information related to installation.
May perform call-back to customers to ensure satisfactory performance of service and records any problems.
Assist with ordering and tracking employee uniforms. Handles employees’ uniforms issues, including ordering of uniforms for new hires, size and department promotion changes and logo changes. Processes invoice, breaking down per department and other office charges not related to uniforms.
Prepare Department of Transportation permit applications as needed.
Employee(s) subject to recall in cases of emergency.
Performs other related duties as required.
Minimum Qualifications
Education and Experience:
High School Diploma or G.E.D.
Three years related experience, with at least two years experience in Utilities or Customer Service environment.
Licenses and Certifications:
Valid Class C Driver’s License and a satisfactory Motor Vehicle Record (MVR).
Knowledge, Skills and Abilities:
Knowledge of office practices and procedures.
Knowledge of basic math and record keeping procedures.
Knowledge of Microsoft Office ® products preferred.
Knowledge of basic computer operations.
Skill in operating dispatching equipment.
Ability to type 40-45 w.p.m.
Ability to speak in a clear and concise voice.
Ability to follow oral and written instructions.
Ability to deal tactfully and courteously with customers, general public and city employees.
Supplemental Information
This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification.
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