Office Manager III

DeSoto Board of County Commissioners (FL); Florida; On-site; USD 38,000 - 52,000; Full time

Job summary

DeSoto Board of County Commissioners (FL) is seeking an experienced administrative professional to handle routine and complex clerical tasks within the Utilities Department. The role requires interpreting department rules and performing duties under the general supervision of the Utilities Coordinator and Utilities Director.

Responsibilities include calendar management, document processing, and customer billing, with duties extending to meter readings, pre-audits, delinquent accounts, and fleet

Qualifications

• Six years of secretarial, accounting, and administrative experience.
• High school diploma or equivalent.
• Experience may substitute education or training.

Responsibilities

• Keeps appointment calendar and schedules appointments.
• Types using PC-based word processing software and processes letters, forms, reports, schedules, manuals, booklets, and related paperwork for the department. Retrieves data for reports.
• Processes meter reading data; prepares and mails monthly utility bills; assists in maintaining current customer account files; assists in reconciling utility billing activity with the general ledger.
• Oversees accuracy of meter readings and directs rereading of meters where there appears to be an inconsistency between the reading for present and previous months.
• Conducts pre-audits of records by examining, verifying, and reviewing accounts, invoices, bills, service orders, and other records.
• Pursues collection of delinquent utility accounts, including preparation for shut-off and turn-on orders, establishing and monitoring payment schedules and customer follow-up account research.
• Ensures Vehicle Inspection Reports are completed. Schedules and manages fleet maintenance and repairs and ensures vehicle/fleet records are up to date.
• Assists with processing requisitions and invoices for the department and accounts payable. Ensures all appropriate documentation and quotes are attached to requisitions; reviews invoices and purchase orders for accuracy.

Skills

Administrative tasks

Data processing

Public relations

Office procedures

Arithmetic skills

Strong organizational skills

Ability to meet deadlines

Education

High school diploma

Tools

PC-based software

Job description

Responsible routine and complex administrative, clerical, and data processing position. Work involves the processing of monthly billing and the application of specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with department rules, regulations, procedures and ordinances. Position requires assorted skills, abilities and under the general supervision of the Utilities Coordinator as assigned by the Utilities Director.

1. Keeps appointment calendar and schedules appointments. Receives, screen calls and refer calls to the appropriate employees. Assists with taking notes and minutes of conferences, meetings and functions as required.
2. Types using PC-based word processing software and processes letters, forms, reports, schedules, manuals, booklets, and related paperwork for the department. Retrieves data for reports.
3. Processes meter reading data; prepares and mails monthly utility bills; assists in maintaining current customer account files; assists in reconciling utility billing activity with the general ledger. Ensures correctness and accuracy and re-figures bills which have been issued to customers improperly or need applicable adjustments.
4. Oversees accuracy of meter readings and directs rereading of meters where there appears to be an inconsistency between the reading for present and previous months.
5. Conducts pre-audits of records by examining, verifying, and reviewing accounts, invoices, bills, service orders, and other records.
6. Pursues collection of delinquent utility accounts, including preparation for shut-off and turn-on orders, establishing and monitoring payment schedules and customer follow-up account research.
7. Ensures Vehicle Inspection Reports are completed. Schedules and manages fleet maintenance and repairs and ensures vehicle/fleet records are up to date.
8. Assists with processing requisitions and invoices for the department and accounts payable. Ensures all appropriate documentation and quotes are attached to requisitions; reviews invoices and purchase orders for accuracy.

• Working knowledge of computers and electronic data processing.
• Knowledge of office practices and procedures.
• Knowledge of county government organization and services provided
• Ability to organize, file and retrieve volumes of written materials.
• Ability to perform arithmetic computations accurately and quickly
• Ability to work under pressure with short deadlines.
• Ability to establish successful working relationships.
• Skill in public relations.

High school graduation or possession of an acceptable equivalency diploma. Six (6) years secretarial, accounting, and administrative experience.A comparable amount of training, education or experience may be substituted for the above minimum qualifications.