Job Description

Posting number: 35M00000088

Department: Public Utilities

Job classification: Administrative Technician, Senior*

Posting type: Open

Categories: Administrative Assistant, Utilities

Summary

The anticipated hiring range is $45,285 - $61,318.

The City of Richmond Department of Public Utilities, Administration Office, is seeking a qualified, proficient and dependable candidate for the position of Administrative Technician, Senior. The candidate handles the daily routine clerical duties in the administrative office. The incumbent will be responsible for providing office functions such as answering incoming citizen/customer telephone inquiries and directing them to the appropriate division, handling and recording incoming documents, document tracking, organizing office files, handing account payable functions processing invoices and providing administrative support to office staff and assist with additional needs.

This position serves as a key member of DPU’s Administrative Office and supports the daily operations department.

Examples of duties

• Front desk duties, handling incoming citizen and customer inquiries, greeting and assisting internal employees with departmental requests. Responsibilities include answering and routing phone calls, taking messages, greeting visitors, and providing appropriate support to staff;
• Receiving and logging all incoming mail and documents;
• Creating requisitions, processing invoices, maintaining information in the financial system;
• Assisting with organizing and maintaining office files and updating the filing and tracking systems;
• Scheduling of conference rooms and training rooms;
• Maintaining and updating office templates and various excel informational spreadsheets
• Ordering office supplies;

Qualifications

MINIMUM TRAINING AND EXPERIENCE:

• High School Diploma or GED
• Three years of related clerical or office support experience.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

PREFERRED TRAINING AND EXPERIENCE:

• Associate’s degree in business/ administration, or related field to assignment
• Strong customer service and communication skills
• Three or more years of related clerical or office support experience, or related field to assignment
• Knowledge of general office systems and procedures
• Administrative and clerical procedures such as word processing, managing files and recordkeeping, documents and excel spreadsheet signing forms
• Three to five years or more verifiable work experience in the knowledge of general office systems and procedures, including administrative processes and departmental workflows.
• Excellent communication and customer service skills;
• Excellent computer skills, proficient in Microsoft Office;
• Experience in processing purchase requisitions and processing invoices.
• Experience in coordinating, monitoring and managing various services or special projects
• Strong organizational skills with tracking records, and preparing Excel spreadsheets
• Knowledge of processing Freedom of Information Act (FOIA) requests is a plus;

LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:

• None

KNOWLEDGE, SKILLS, AND ABILITIES:

TYPICAL KNOWLEDGE, SKILLS, AND ABILITIES: These are a representative sample; position assignments may vary.

Knowledge (some combination of the following):

• English language and grammar
• Experience with standard office equipment such as office machines, multi-line phone, computers, copier, fax, scanning machine, etc.
• Experience with software such as Microsoft Word, Excel, and Outlook
• Basic arithmetic calculations and mathematics
• Administrative and clerical procedures such as word processing, managing files and records, and designing forms
• Administrative and clerical procedures, and business principles

Skills (some combination of the following):

• Entering data accurately
• Maintaining confidentiality
• Utilizing critical thinking and analytical skills to solve problems
• Demonstrating excellent customer service
• Data entry
• Customer service
• Oral and written communication

Abilities (some combination of the following):

• Follow established procedures
• Pay attention to detail
• Work efficiently in a fast-paced environment
• Work independently with little supervision
• Work and support a team/staff
• Multi-task
• Use sound judgment and make important decisions
• Prioritize multiple responsibilities
• Summarize notes and requests in a concise manner
• Compose written, professional correspondence

Supplemental information

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly work with one's fingers, talk, hear, see, and use repetitive motions; frequently walk; and occasionally stoop, crouch, crawl, reach, stand, push, pull, lift, grasp, and feel. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary (exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects), but may differ based on area of focus. The working conditions may contain environmental hazards, depending on area of focus.

• Internal use: HR Generalist to review.