Job Description

Posting number: 08840

Department: Public Works

Job classification: Management Assistant II

Posting type: Open & Promotional

Categories: Public Works, Utilities

Summary

This posting will be used to fill full-time positions in the Department of Public Works in Utility Operations. This position is responsible for oversight and support of the allocation/petitions program. The allocation/petitions program requires compliance with complicated legislation and review of complex financial transactions. Daily contact with internal and external stakeholders is required.

NATURE AND VARIETY OF WORK

This position oversees several employees in the daily activities of the program. Oversight and review of every project to receive allocation and assist with the review of building permits for proper fees is required.

Works closely with the development community in explaining allocation, calculation of fees, and timing of fees. Also works closely with the Department of Planning and Zoning, the Department of Inspections and Permits, the Bureau of Engineering, the Office of Law and the Office of Finance in the course of daily work.

Administers the lapse of allocation process in accordance with complex legislation. Ensures that timely notices are sent, appropriate fees are assessed, and relevant stakeholders, including Planning and Zoning, Inspections and Permits, and the Office of Finance, are notified.

Manages allocation and capital facility connection fee billing, while assisting in the preparation of Allotment Committee reports.

Assists the budget manager with providing data required for the financial model, preparation of the Utility Debt Service Revenue budget, and yearly projections.

Examples of duties

(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class).

• Conducts research studies and prepares reports by compiling and analysing data, providing recommendations based on findings.
• Advises department/agency head and other principal managers and employees on administrative policy matters. Develops, initiates and implements new policies, procedures, and forms for the organization.
• Serves as staff liaison with agencies in the County Government, other government agencies, private groups and community organizations.
• Establishes work priorities and coordinates activities of other administrative personnel to meet work deadlines and ensure timely provision of administrative support to department/agency personnel.
• Represents department/agency head at meetings, hearings and conferences as required.
• May research and make recommendations concerning computer hardware and software options to satisfy organizational automation needs.
• Reviews incoming correspondence and prepares appropriate replies to a variety of inquiries; receives, investigates and resolves complaints as necessary.
• Organizes and maintains personnel, statistical and other important records.
• May supervise a staff of administrative or office support personnel.
• Performs related duties as required.

Knowledge, Skills and Abilities

• Knowledge of billing, fees, and year-end data collection
• Effective customer service skills
• Knowledge of complex code and legislation review and potential programmatic impacts and fee structures pertaining to development and/or allocation. Proficiency with Microsoft Office Suite Word and Excel and Google Suite applications
• Knowledge of Consolidated Property File.
• Knowledge of Utility Allocation Systems.
• Thorough knowledge of the principles and practices of public administration. Thorough knowledge of organization and office management.
• Thorough knowledge of the department's organization and functions and the relationships with other county offices.
• Ability to assume responsibility for a variety of special project assignments and to perform them independently.
• Ability to develop administrative and office procedures. Ability to evaluate procedures and to recommend changes.
• Ability to establish and maintain effective working relationships with others. Ability to communicate effectively, orally and in writing.
• Ability to supervise personnel.

Qualifications

Graduation from an accredited four-year college or university with major course work in public or business administration or a related field; and two or more years of experience in office management or managing complex utility programs such as water and sewer capacity for commercial and residential developments, including one or more years of supervisory experience.

*Note: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States.

For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement.

Supplemental information

Preference will be given to candidates with the following:

1. Two years' experience managing complex utility programs such as water and sewer capacity for commercial and residential developments.
2. One or more years of supervisory experience
3. One or more years' experience with billing, fees and year-end reports.
4. One or more years' experience with customer service.
5. Knowledge of complex code and fee structures pertaining to development and/or allocation
6. Advanced proficiency with Microsoft Office Suite Word and Excel/ Google Suite
7. Experience working with Equivalent Dwelling Units (EDU).
8. Experience working with the Consolidated Property File.
9. Experience working with a Utility Allocation System.