Administrative Clerk III

Position Summary

Under general supervision, this position performs secretarial, clerical and timekeeping duties for various divisions. Duties include, but are not limited to, typing, filing, timekeeping, distributing mail and answering telephones. This position assists the Administrative Clerk V – Construction with processing daily payroll, vehicle and equipment use logs, purchase requisitions, direct payments, completion of various other forms and reports required for a large division. Maintains office supplies and equipment.

Education and Experience

• Required: High School Diploma or General Education Diploma (GED)
• Minimum Requirements: Minimum of 1 year of related District experience or administrative experience. Consideration will be given to field operation knowledge gained through work experience obtained from operation divisions.
• Preferred: Minimum of 1 year of experience, within the last seven (7) years, processing District OAC and SPA payroll as a primary job function using the current District payroll software system.
• Preferred: Experience with shift work and emergency call out

Knowledge, Skills and Abilities

• Machine speed of 35 wpm; those meeting 35 wpm and with a high degree of accuracy will be given preference.
• Demonstrate personal initiative, strong clerical and organizational skills, thoroughness and attention to detail.
• Familiarity with District operations, systems and procedures which would lead to a thorough knowledge of the Construction Division.
• Familiarity with personal computers, tablets and/or other electronic devices including, but not limited to, enterprise wide software (i.e., SAP) and Microsoft Office Suite (Excel, Outlook, PowerPoint and Word).
• Ability to learn new or upgraded computer software as required.
• Efficient written and verbal communication skills, in English, to assist internal and external customers, co-workers and management professionally, regardless of provocation.
• Flexible with interruptions and ability to handle multiple tasks and work in a fast paced environment with a large workforce.

Essential Functions

• Process, document and record daily payroll and vehicle/equipment use for approximately 200 personnel from up to three (3) divisions. Ensure accuracy and correctness of time and code entry into the payroll system by verifying charge numbers, as well as work and absence codes.
• Investigate and respond to timekeeping inquiries from Construction, Gas Distribution, and Water Distribution employees and supervisors; work closely with Payroll to resolve timekeeping questions and issues; and process temporary salary adjustment forms.
• Prepare daily call sheets, as well as track and update the weekly overtime list for Construction personnel.
• Answer telephone calls. Communicate with and assist internal and external customers. Sort and distribute mail.
• Order and maintain office supplies and office equipment. Maintain various paper and electronic files, reports, records and schedules.
• Use SAP to process timekeeping, requisitions, and receipts. Prepare direct pays as required to include vendors that produce large volumes of tickets requiring organization and payment.
• Type miscellaneous letters, reports, and forms using various computer software. Use computer based work order system to distribute and process work orders.
• Aid and respond to Construction employees’ timekeeping inquiries. File miscellaneous schedules and reports. Disperse physical work orders for commercial gas services to respective Foremen based on their service areas.
• Assist the Administrative Clerk V as needed. Perform the basic duties of the Administrative Clerk IV, V, and VI position(s) in times of absence.

Physical Demands and Environmental Requirements

• Stationary Position - Occasionally
• Move/Traverse - Occasionally
• Stationary Position/Seated - Constantly
• Transport/Lifting - Rarely
• Transport/Carrying - Rarely
• Exerting Force/Pushing - Rarely
• Exerting Force/Pulling - Rarely
• Ascend/Descend - Rarely
• Balancing - Rarely
• Position Self/Stooping - Rarely
• Position Self/Kneeling - Rarely
• Position Self/Crouching - Rarely
• Position Self/Crawling - Rarely
• Reaching - Rarely
• Handling - Occasionally
• Grasping - Occasionally
• Feeling - Rarely
• Communicate/Talking - Constantly
• Communicate/Hearing - Constantly
• Repetitive Motions - Frequently
• Cordination - Frequently

Equal Opportunity Employer

An Equal Opportunity Employer “Minority/Female/Disabled/Veteran/Gender Identity/Sexual Orientation”