Administrative Assistant II - Water Works - FT

City-of-South-Ben; South Bend (IN); On-site; USD 48,000 - 52,000; Full time

Job summary

City of South Bend is seeking an administrative professional to support the Water Works Distribution Department. Responsibilities include payroll processing, accounts payable, invoicing, reports, and data entry.

The role requires strong MS Word/Excel skills, excellent communication, and the ability to manage multiple tasks in a high-volume public service environment. On-site position with standard public sector benefits.

Qualifications

• Strong computer skills in Word, Excel, and database management.
• Ability to perform basic office procedures and communicate effectively, verbally and in writing.
• Must possess strong customer service and problem-solving skills, with ability to work independently in a fast-paced environment.
• Ability to establish and maintain orderly files, records and reports.
• Must become familiar with acronyms for Water Distribution.

Responsibilities

• Performs Accounts Receivable duties such as invoice preparation and management, and processing of receipts.
• Accounts payable activities for Water and associated projects.
• Works within the City's HR system to process bi-weekly payroll.
• Generates financial reports and researches purchase and invoice history.
• Tracks KPI measurements from workgroups in Water Distribution.
• Maintains and updates records daily, weekly, monthly and yearly.

Skills

Microsoft Word

Excel

Database management

Communication skills

Customer service

Education

High school

Tools

HR system

Maintenance management software

Job description

Ready to join our team? We’d love to meet you!

• Location 215 S. Dr. Martin Luther King, Jr. Blvd,Suite 200,South Bend, IN, 46601-1830,United States
• Base Pay $48,000.00 - $52,228.00 / Year
• Job Category Water, Administrative
• Employee Type Full Time/Non-Exempt
• Required Degree High school
• Manage Others No

POSITION SUMMARY

Provides administrative, financial, and operational support to the Water Works Distribution Department. Responsible for coordinating and tracking purchasing activities, processing accounts payable transactions, and maintaining communication with vendors. Supports department operations through accurate data entry, record management, and the creation of spreadsheets, reports, and other documents. Assists with the administration of hydrant permits, water tap work orders, and service line demolition work orders. Provides payroll support as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Performs Accounts Receivable duties such as invoice preparation and management, and processing of receipts.
• AccountspayableactivitiesforWaterandassociated projects
• Works within the City's HR system to process bi-weekly payroll.
• Generates financial reports, research purchase and invoice history and other functions related to budget and procurement
• TrackKPImeasurementsfromworkgroupsinWater Distribution.
• Maintainsaccuraterecordsandfiles,(daily,weekly,monthlyandyearlyforall represented Departments within).
• Greetthosecomingtothefrontcounterformeetings,appointments,etc.as needed.
• Assist in issuing water service line disconnection and hydrant usage permits and process water tap work orders. This includes collecting associated fees and supporting documents.
• Handles incoming telephone calls and routes them to appropriate person/department if needed.
• Types/edits correspondence and create spreadsheets and reports for department as directed.
• Assistswithdataentryintomaintenancemanagementsoftware programs.
• Maintainsandupdatesrelatedrecordsas required.
• MustbecomefamiliarwithacronymsforWater Distribution.
• ResponsibleforthecompilingoftheAnnualReportfortheDistribution Department
• Assumesadditionaldutiesandresponsibilitiesasassigned including coverage for other Utlity Managers

SUPERVISION EXERCISED

N/A

KNOWLEDGE/ABILITY

• Strongcomputer skills especially in Microsoft Word, Excel spreadsheet and database management are a must.
• Abilitytoperformbasicofficeprocedures,abilityto communicate effectively, verbally and written.
• Must possess strong customer service, problem solving skills, proficient in grammar, withtheability to function independently in a fast-paced, high volume work environment.
• Abilitytoestablishsuccessful workingrelationships,abilityto maintainorderly andaccurate files,records and reports.
• Abilitytomakesounddecisions;problem solving.
• Abilitytoperformrequiredworkwithoutdirect supervision.

EDUCATION / QUALIFICATION

CERTIFICATES, LICENSES, REGISTRATIONS

• N/A

EQUIPMENT

Telephone,computer,photocopier/fax/scanneddocument,10 keycalculator,various officetools and/or equipment

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Whileperforming the dutiesofthis job, the employee regularly required to sit, walk, bend, reach, and use hands and fingers to operate standard office equipment. They are frequently required to communicate verbally and in writing and listen effectively in person and by telephone. Requires prolonged periods of working at a computer and viewing computer monitors. The employee must have sufficient manual dexterity to perform data entry, filing, and other administrative tasks. They are occasionally required to lift, carry, push or pull office materials or supplies weighing up to 25 pounds. Visual ability to read documents, review data, and perform computer-related tasks.

WORK ENVIRONMENT

Workisperformedindoors in office environment. Frequently involves extended periods of computer and telephone use, and regular interaction with employees and members of the public. Thenoiselevelintheworkenvironmentisusuallyquiettomoderate and typical of an office setting . The entire office is smoke free.

UNION AFFILIATION

N/A

REQUIRED

Pre-Employment Drug Screen

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at-will employer.

Requirements

Essential Duty: Uphold Core Values

All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:

• Excellence– Deliver high-quality service and strive for continuous improvement.
• Accountability– Take ownership of responsibilities and outcomes.
• Innovation– Seek creative solutions and embrace new ideas.
• Inclusion– Promote a respectful, equitable, and welcoming environment.
• Empowerment– Support and encourage others to grow and succeed.

This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service. These values shape our culture, inform our decisions, and inspire our work every day.

Summary

Equal Employment Opportunity & Diversity Statement

The City of South Bend is an equal opportunity employer. We do not discriminate or tolerate harassment based on race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. Employment decisions are based on qualifications, merit, and organizational needs. We value and celebrate diversity and are committed to fostering an inclusive workplace for all employees.

Additional Information

• Division Public Works - Water Works
• Working Location Water Works Olive - 915 S. Olive