Administrative Specialist

2 weeks ago

West Springfield, United States Town of West Springfield Full time

Administrative Specialist Statement of Duties: The Administrative Specialist is responsible for various functions of utility billing, backflow billing, accounts payable, trash and recycling admin, and customer service as they relate to the Department of Public Works and its five (5) divisions: Administration, Operations, Flood Control, Water, and Sewer. Employee is required to perform all similar or related duties. Examples of Duties Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 1. Processes payables for operating and capital budgets. Provides various financial information for budgetary or other purposes upon request. Generates purchase orders as directed and maintains all associated vendor files. Accuracy and ability to achieve deadlines are important aspects of this job. 2. Processes Backflow forms, creates invoices, creates Commitment sheets, and assembles for mailing. 3. Provides general office support by generating reports, scanning documents and archives, maintaining and creating spreadsheets; opens and processes mail, maintains various electronic and hard copy filing systems. 4. Acts as a customer service representative fielding complaints and questions from the public regarding services provided by Public Works. Must have knowledge of department and Town policies/programs and be able to communicate effectively to the public. 5. Ability to cross-train, assist and perform tasks and assignments as directed. 6. Waste Reduction Enforcement A/P and A/R for trash and recycling. Upkeep of all spreadsheets pertaining to trash and recycling. Creation of current forms used for trash and recycling, as needed. Process warnings and violations for trash/recycling fines in OpenGov in accordance with the Town?s Department of Public Works Regulations and Town Ordinances to residents who fail to comply with the Mass-DEP state banned articles and Town of West Springfield?s trash limits ordinances. Prepares documents related to trash and recycling tonnage. Trash & Recycling Closings for real estate transactions. 7. Work with GIS mapping to log work order requests. Qualifications Recommended Minimum Qualifications: Education and Experience: Associate?s degree with one to three (1-3) years work experience in financial record keeping or clerical/secretarial work; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Special Requirements: None Knowledge, Abilities and Skill Knowledge: Knowledge of financial record keeping methods and procedures; knowledge of modern office practices and procedures; knowledge of basic procedures and equipment used in computerized systems for record keeping and data entry. Abilities: Ability to maintain financial records and to prepare standard reports and information from these records; ability to independently seek assistance from outside sources in completing these reports; ability to interact effectively and appropriately with disgruntled members of the public and other personnel. Ability to perform work in a detailed and accurate mann

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