Btu-Transmission Division Assistant

Position Details

Position Information

Posting Number 2024230 Position Title BTU-Transmission Division Assistant Position # 7342 FLSA Non-Exempt Classification Type Administrative/Clerical Department Electric Utilities (BTU) - Transmission Job Type Full Time Work Schedule

Monday-Friday; 8am-5pm

Hiring Pay Rate $17.00-$20.00/hour (depending on qualifications) Posting Opening Date 04/18/2024 Posting Closing Date Job Summary

This position performs a variety of administrative and clerical responsibilities in direct support of the Bryan Texas Utilities Transmission Division.

Essential Job Functions

• Acts as first point of contact for the department by greeting and assisting visitors.

• Responds to telephone, e-mail, and in-person inquiries from citizens, City staff, and other agencies; exercises discretion in determining the nature of such inquiries and where and how they may be most appropriately expedited.

• Composes a variety of correspondence, reports, memoranda, and other material as needed and requested by manager and staff.

• Enters department accounting information and monitors fund balances, informing manager as needed.

• Performs records management for the department by organizing and maintaining paper and electronic records and files, scanning documents into City's imaging system (LaserFiche), and ensuring compliance with records retention guidelines.

• Provides general administrative/clerical support including data entry, filing, copying, ordering office supplies, and processing incoming/outgoing mail.

• Assists with maintaining calendars; schedules meetings, appointments, conferences, training, and travel arrangements, as needed. Processes travel and training expenses.

• Assists with monitoring department training requirements.

• Enters (in Cascade or relevant database) substation and transmission maintenance/testing schedules and tracks generation and completion of work orders.

• Maintains transmission easements, substation property title information, etc.

• Monitors Transmission fleet maintenance tracking; acts as liaison between the Transmission Division and Fleet department.

• Interfaces with BTU Safety Officer to schedule safety meetings and track training.

• Ensures annual professional services contracts are renewed prior to expiration.

• Assists the Construction Project Manager with project tracking.

• Responds regularly and promptly to work.

• Performs other related duties and responsibilities as assigned.

Minimum Qualifications

• High School Diploma/GED plus some additional training and/or course work in business, public, or office administration.

• At least two (2) years of experience performing administrative, clerical, or office support responsibilities in a professional office environment.

Equivalent combinations of education, experience, certification, and training may be considered.

Knowledge, Skills & Abilities

Knowledge of:

• The principles of office administration, record keeping, and filing practices.

Ability to:

• Respond to and effectively prioritize multiple phone calls, emails, walk-up traffic, and other requests for information.

• Present a professional appearance and demeanor.

• Perform general clerical and administrative tasks such as composing documents, data entry, filing, and record keeping, and using spreadsheet and word processing applications to prepare a variety of documents.

• Manage spreadsheets and/or databases; develop appropriate formulas to assist with management of large amount of data (primarily project related and financial).

• Work independently and in a team environment to follow established practices and procedures.

• Perform responsibilities with a high degree of accuracy and attention to detail.

• Organize work, meet critical deadlines, and follow up on assignments with minimal direction.

• Maintain a high level of integrity and discretion in handling confidential information.

• Analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline processes.

• Demonstrate satisfactory performance and a willingness to take on new responsibilities.

• Demonstrate regular, reliable, and punctual attendance and utilize leave responsibly to ensure sufficient coverage of departmental operations.

• Abide by City and department administrative directives, policies, and procedures.

• Provide management with sound, positive advice, and information concerning the incumbent's area of responsibility.

• Establish and maintain cooperative working relationships with those contacted in the course of work and communicate effectively with the public and other required entities.

Skills:

• Strong personal computer skills, including the ability to efficiently utilize a variety of office equipment. Must be proficient with Microsoft Office (Word/Excel/Outlook) and able to promptly learn other job-specific programs as needed.

• Strong verbal and written communication skills, with the ability to communicate with tact and diplomacy.

• Strong customer service skills, including the ability to handle escalated customer inquiries.

• Strong planning, organizational, problem-solving, and time management skills.

Licenses, Certifications & Special Requirements

Texas Class C driver's license with a good driving record as measured by the City's evaluation system.

Physical Demands

Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, driving, bending, reaching, twisting, pushing, pulling, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 25 pounds.

Working Conditions

Work is performed primarily in an office setting or a well-lighted and temperature-controlled working environment.

Equipment

Work shall be performed with tools, appliances, and equipment approved by those agencies and bodies that have control, authority, or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations.

Equipment may include but is not limited to: multi-line telephone, computer, printer, fax, copier, scanner, and vehicle.

Additional Notes/Instructions for Applicants

This job description is not intended to be construed as an exhaustive list of responsibilities, duties, and skills required. City management has exclusive rights to alter this job description at any time without notice.

Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an 'at-will' relationship.

Quicklink for Posting https://www.bryantxjobs.com/postings/3931

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • I understand that prior to submittal I must: 1) Verify the application form includes my complete work history & education. 2) If I have previously applied, verified my application is up-to-date, including current dates of employment. (Note: A resume will not substitute the need to add your work history to the application form.)

• Yes

• No

• Select the primary way you heard about this employment opportunity:

• City of Bryan Website

• City of Bryan Social Media

• City of Bryan Employment Office

• City of Bryan Employee

• Friend/Relative

• Indeed

• Google

• Glassdoor

• LinkedIn

• Facebook

• Texas Municipal League

• Television Station

• Radio Station

• Newspaper

• Career Fair (specify location below)

• College/University Website (specify school below)

• Other Website (specify below)

• Other Source (specify below)

• Unknown

• If known, specify details of source selected above (name, station, location, etc.):

(Open Ended Question)

• What is your expected wage/salary for this position?

(Open Ended Question)

• Do you possess working experience with Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, etc.) or any other word processing, spreadsheet, database, and/or specialized software/applications?

• Yes

• No

• If 'Yes', state the name of the software/application, how you would rate your level of experience (beginner/intermediate/expert), and a brief summary of the the type of tasks performed. If 'No', enter NA.

(Open Ended Question)

• Select the areas in which you have administrative/clerical support experience. (Check all that apply)

• Responding to customer inquiries in person, over the telephone, and via email

• Preparing a variety of materials, including letters, memoranda, forms, etc.

• Preparing statistical and financial reports

• Processing/routing invoices for payment

• Creating and maintaining filing and other recordkeeping systems

• Maintaining spreadsheets/logs

• Scheduling or coordinating meetings and appointments

• Processing payroll

• Procurement card processing

• Assisting with budget preparation

Documents Needed to Apply

Required Documents

• Resume

Optional Documents

• Cover Letter

• Letter(s) of Recommendation

• Certification(s)

Bryan Municipal Building

300 S. Texas Avenue

Bryan, Texas 77803