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Administrative Generalist

3 months ago

East Longmeadow, United States Town of East Longmeadow Full time

**Administrative Generalist**

***
**Administrative Generalist (DPW14)

Department of Public Works

Union: UPSEU Grade B - Full Time

Hourly Range: Step 2 $20.1082 - Step 12 $26.3815

**_ This job posting will be open for not less than two (2) weeks and, and if needed will remain open until a finalist has been selected._**

**General Description**:
Perform a wide variety of duties to provide administrative office support for the Department of Public Works including answer central incoming telephone calls and direct calls accordingly, receiving the public, document preparation, statistical record keeping, assists when required in accounts payable and bi-monthly water/sewer billing process. Primary responsibilities include processing property damage reports, work orders, departmental permits/licenses, completes first report of injury for a Workers Compensation incident, and internal/external customers’ assistance and other similar duties necessary to the functioning of the department.

**Primary Essential Functions**:

- Answer incoming department telephone and direct calls accordingly. Take or relay information according to established departmental procedures, providing information from own knowledge or search of records and files.
- Responsible for general office functions (i.e. Prepare outgoing mail; sort and distribute incoming mail, maintain and update general departmental filing system. Assist Supervisor in document storage, retention and destruction procedures as directed).
- Compose and prepare a variety of correspondence, memos, forms, reports, legal advertisements, bids and contracts. Prepare, maintain and update a variety of monthly, periodic and special reports/procedures for the department, gathering and assembling pertinent information.
- Co-ordinate with Assistant Town Engineer to ensure all supporting documentation and prerequisites have been approved and release by appropriate department prior to issuing new/ renewals of drain layer licenses, water/sewer connections, driveway curb cuts, trench permits and house number forms to outside contractors and internal workers. Enter applicable data in permitting system, collect and process all monies submit monies and paper work to Town Clerk’s Office. Distribute copies of forms to appropriate departments.
- Complete work orders for residents, internal/external departments using various departmental work order systems. Upon receipt of completed work orders, close out in appropriate departmental work order systems for invoicing or filing whichever is required. File all work orders in appropriate log books.
- Process work order sales and service invoices, generating invoices and all necessary reports from the general billing system, including month end commitment report. Mail sales/service invoices to residents, contractors, etc. Assist with questions and problems relating to their invoices, investigating and resolving discrepancies, referring more complicated issues to Supervisor.
- Assist residents and landscapers in the purchase of transfer station stickers and coupons. Enter applicable data in permitting system, collect and process all monies and submit to the Town Clerk’s Office.
- Assist residents with questions and problems regarding their water/sewer bills referring more complex problems to Utility Billing Associate and/or Supervisor. In the absence of Utility Billing Associate and directed by Department Supervisor will assume duties in the water/billing functions as necessary, (i.e., handheld computer, reports, billing processing, and invoicing).
- In the absence of the Payroll/Accounts Payable Associate and directed by Department Supervisor will assume duties in the Accounts Payable functions as necessary, (bill processing for payment, i.e. invoices/statements, packing slips, and requisition/purchase orders, etc.)
- Make appointments for various departmental functions such as installation and change out of water meters, back flow inspections, lead and copper testing.
- Prepares 1st report of work related injuries and makes initial contact to insurance agency. Forwards all documents pertaining to reports of injury to the Payroll/Accounts Payable Associate.
- Responsible for processing property damage claims ensuring timely dispersal to appropriate insurance carrier.
- Receive and process transfer station receipts, logs sheets and collected monies. Reconcile and record collected monies in receipt book for monthly total and submit to Town Clerk’s Office.
- Reserve and forward to residents any required documentation to allow their use of the Heritage Park Pavilion and the North Main Street Parking Lot. Co-ordinate with Town Manager’s Office to ensure proper paper work/permissions are secured as required.
- In the absence of other office staff or during peak workload situations perform backup duties as needed.
- The duties listed are intended only as an illustration of the various types of work that may be performed. The omission of speci