Listing Summary

JOB TITLE:                Administrative Support Specialist - Electric

DEPARTMENT:         Electric, City of Cartersville

JOB SUMMARY:      Under the direction of the Director this position is responsible for providing administrative and secretarial support to the Electric Department

HOURLY PAY RATE:    $22.45 - $24.18

 MAJOR DUTIES:

• Answer incoming telephone calls, furnish relevant information as needed, direct calls to the appropriate recipient and accurately document any pertinent messages.
• Greet visitors, customers and meeting attendees to the Electric Department building.
• Produce written documents, reports, correspondence and project lists to support the administrative functions of department staff.
• Manage the payroll operations of the department by compiling overtime reports, collecting and verifying timecards, maintain records for PTO and distribute paychecks and paystubs to employees.
• Assist in coordination of mutual aid efforts among responding crews and Utilities requesting assistance. This includes ensuring proper documentation, managing petty cash and credit card limits and maintaining tax information. Additionally, consolidating all receipts and time records to aid in creation of associated invoice.
• Respond to all FEMA-related data requests.
• Oversee and administer Electric Department petty cash account.
• Respond to all internal and external work order-related data requests.
• Coordinate Electric Department meetings to include scheduling, preparing agendas, taking and distributing of minutes and preparing action item reports.
• Maintain electronic log of employee training and certification records.
• Coordinate and arrange departmental travel to include completion of required forms, registrations and reservations.
• Reconcile travel expenses and submit to City Finance Department.
• Maintain, manage and review compliance with document retention requirements.
• Maintain electronic log of all department expenditures, as well as reconciliation and processing of invoices.
• Compile, send and track invoices to customers for work completed by Electric Department.
• Assist in local community outreach efforts and events.
• Serve as Notary Public for Electric Department.
• Research, prioritize and follow-up on incoming issues and concerns addressed to the Electric Department. Assist in determining appropriate course of action, referral or response.
• Reconciliation of all Department P-Card purchases.
• Management and oversight of all Department facility-related contracts, such as office cleaning and landscaping.
• Management and oversight of Electric Department Uniform program.
• Manage and process all insurance-claim related reimbursement documentation.
• Perform other related duties as assigned

KNOWLEDGE REQUIRED BY THE POSITION:  

• Knowledge of software systems to include Microsoft Dynamics GP and Microsoft Office
• Knowledge of basic bookkeeping, accounting and purchasing practices
• Ability to learn and understand the operations of the department, as well as City and departmental policies and procedures

PHYSICAL DEMANDS:  The work is performed with the employee sitting, standing, walking, stooping, bending, or crouching.  The employee must frequently lift light objects, occasionally lift heavy objects, and be able to distinguish between shades of color.

 WORK ENVIRONMENT:  The work is performed in an office.  The work may require the use of protective devices such as masks, goggles, or gloves.

 SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.

 MINIMUM QUALIFICATIONS:

• Obtain and maintain current State of Georgia Notary Public Certification
• Previous exposure to and experience managing confidential information on behalf of an executive and leadership team
• Experience with timekeeping, expense reporting, arranging travel and coordinating meetings
• Ability to provide error-free, professional correspondence and communications (with minimal revisions), via email or hard copy, as a trusted representative of the Electric Department
• Must possess excellent customer service, time management, interpersonal, and communication (written and oral) skills
• The ability to read, write, speak and understand the English language as necessary for the position; the ability to follow written and oral instruction; and be physically and mentally able to perform the essential duties of the position. Regular, consistent and predictable attendance is also required.

Interested in applying? Please submit an employment application above then submit a letter of interest and resume in PDF format only to Human Resources in person at 1. North Erwin St. Cartersville, GA 30120 or email documents to HR@CityofCartersville.org. Please call Human Resources at 770-387-5685 if you have any questions about how to apply. 

The City of Cartersville is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected status.