Executive Assistant to Gas & Water/Wastewater Manager

City of Florence, Alabama; Florence (AL); On-site; USD 40,000 - 60,000; Full time

Job summary

The City of Florence, Alabama is seeking a detail‑oriented administrative professional to support the Manager of Gas & Water/Wastewater in daily operations, budget work, and reporting. You will handle payroll, leave records, invoicing, and accounts receivable, while coordinating personnel actions and HR processes for the utilities department.

Responsibilities include drug/alcohol testing administration, safety program support, and assisting in the creation of annual reports.

Qualifications

• Experience handling payroll, leave records, and related reporting for a department.
• Ability to assist in budget preparation and accounting processes for utilities.
• Strong records management, documentation, and clerical accuracy.
• Notary Public duties and HR liaison responsibilities within a municipal setting.

Responsibilities

• Process payroll timesheets and sick leave records for department staff.
• Prepare monthly sick leave accruals and related leave reports.
• Serve as DER for drug/alcohol testing and manage testing programs.
• Assist AR functions, issue invoices, receive payments, and post receipts.
• Maintain the department’s organizational chart and related docs.
• Coordinate Workers’ Compensation claims and incident reporting.
• Assist in preparation of required ADEQ/PHMSA and annual reports.
• Support personnel actions, orientation, and file maintenance.

Skills

Payroll management

Budgeting

Records management

Notary Public

HR coordination

Clerical skills

Tools

A/R software

GIS FLO

HR software

Job description

This position is responsible for all administrative work assisting the Manager of Gas & Water/Wastewater Departments in the operations and management within the departments. Job responsibilities require initiative, independent judgment, and discretion in the performance of job duties and problem resolution using established policies and procedures. This position assists the Manager in budget preparation and preparation of assigned research and reports. Other duties include: leave reports, Workers’ Compensation First Report of Injury, and acting as the department’s personnel coordinator. In the absence of the Manager, this position makes decisions for the resolution of routine problems.

1. Responsible for Gas and Water/Wastewater payroll functions, such as timesheets and sick leave records for employees.
2. Prepares monthly reports for sick leave accruals and leave taken.
3. Serves as the department’s Designated Employer Representative (DER) for Federal, DOT, PHMSA, and APSC drug/alcohol testing.
   • Gas Department’s drug/alcohol administrator.
   • Maintains/updates current list of employees required for drug/alcohol testing.
   • Administers monthly random employee selections for drug/alcohol testing, using the Gas Department’s drug/alcohol software program.
   • Prepares annual reports for drug/alcohol testing as required for Federal DOT, Pipeline Hazardous Materials Safety Administration, and Alabama Public Service Commission.
   • Attends training programs/seminars related to substance abuse/alcohol abuse.
   • Assists with the department’s federally mandated Public Awareness of Natural Gas Plan (PHMSA) and oversees public awareness of the importance of safe digging of underground natural gas and utility lines through advertisements/brochures.
4. Assists with ADEM Op Certification program and CEH for all water/wastewater operators.
5. Accounts Receivable & Other Accounting Functions for Water/Wastewater:
   • Responsible for monthly invoicing using A/R/ software for sale-for-resale customers, contractors, developers, and miscellaneous vendors.
   • Responsible for receiving/documenting all payments for Gas and Water/Wastewater services and forwarding payments to the appropriate accounting sections.
   • Responsible for maintaining cash receipts.
   • Reconciles accounts receivable monthly.
   • Prepares and distributes invoice journal and detailed cash receipts reports to the Manager, Accountant, and Chief Financial Officer of Utilities.
   • Maintains petty cash fund and records.
   • Calculates adjustments to customer water accounts; and, upon Manager approval, prepares journal vouchers for adjustments and submits to appropriate City personnel or department.
6. LSLI Duties:
   • Assists in the tracking and submission of data associated with the EPA-mandated Lead Service Line Inventory (LSLI).
   • Assists in implementing LSLI into the FLO GIS System.
   • Supervises additional personnel associated with LSLI.
7. Other Duties and Responsibilities:
   • Acts as department insurance liaison to Human Resources for Gas and Water/Wastewater.
   • Coordinates Workers’ Compensation claims with Human Resources, including completing the First Report of Injury for injured workers. Reports liability claims and submits incident/accident claim forms to Risk Management, and assists employees in filing claims.
   • Maintains records for all accidents/incidents and Workers’ Compensation.
   • Prepares Personnel Action Request forms for the Gas and Water/Wastewater departments.
   • Prepares/calculates life, long-term disability, and accidental death and dismemberment monthly premiums for full‑time employees and submits to accounting for payment.
   • Acts as the department liaison to Human Resources regarding retirement information for Gas and Water/Wastewater. Disseminates retirement booklets and statements to employees.
   • Serves as Personnel/Employee Relations Coordinator for Gas and Water/Wastewater, assisting the Manager with applicant interviews, new employee orientation, maintaining the department’s employee files, current job descriptions, and composition of new job descriptions.
   • Serves as the Gas and Water/Wastewater department's Notary Public.
   • Performs various other accounting job duties as required by the Chief Financial Officer of Utilities.
   • Supervises and directs part‑time employees/administrative support staff.
   • Responsible for designing and maintaining the Gas and Water/Wastewater organizational chart.
   • Attends meetings and other department functions as required by the Manager in their absence.
   • Performs various secretarial job functions; composing correspondence/memos, contracts, reports, filing, etc. Also provides clerical support for the department supervisor. In addition, responsible for maintenance and supplies of office equipment in the Manager’s office.
   • Assists in the preparation of ADEM MORS report, annual ADEM Consumer Confidence Report, annual MWWP report, ADECA Office of Water Resources report, and other reports assigned by the manager.
   • Acts as the point of contact for visitors in Gas, Water/Wastewater. Determines nature of visit, directs to appropriate person/