Operations Specialist

Position Information

Primary Role

The Operations Specialist provides a combination of administrative, analytical and technical support pertaining to routine day-to-day operations for a department or functional area.

Key Accountabilities

• Uses and maintains databases and other reporting tools to compile, calculate, track, report and clean-up data pertaining to various reoccurring processes which may include, but are not limited to, water plant operations, capital programs, field projects, work orders, regulatory compliance, and employee records.
• Analyzes and evaluates reports and/or prepare variances related to specific department work processes which may include but are not limited to: business systems, regulatory requirements, budgets, capital expenditures, work orders, departmental and/or organizational performance, etc.
• Completes various payroll and accounting tasks such as processing payroll, entering payroll data into system database, running reports, tracking overtime, verifying accuracy of figures and computations, balancing and reconciling accounts and researching and responding to discrepancies.
• Monitors and maintains inventory control; evaluates inventory levels and reorders as necessary. May perform receiving, stocking, distributing, and packing in addition to inventory control. Maintains inventory records and prepares reports. May work with vendors to resolve routine supply and distribution discrepancies.
• Provides general administrative and clerical support for day-to-day managerial and departmental needs and special projects which may include but are not limited to: composing routine letters, obtaining permits, preparing and distributing meeting minutes, handling travel arrangements, document preparation, etc.
• Serves as a first level resource for various departmental or functional issues which may be related to customer service, customer billing, water supply, regulatory issues, etc. Answers routine questions and assists in recognizing and troubleshooting larger problems.
• Respond to customer inquiries, which may include, but are not limited to, gathering information from operations leadership, speaking with customers, and explaining company processes.
• Other duties as assigned.

Knowledge/Skills

• Thorough knowledge of standard business practices and principles, including basic accounting and budgeting
• In-depth knowledge of Microsoft office suite applications including MSWord, Excel, Access and PowerPoint and email management systems (MS Outlook)
• Knowledge of SAP preferred
• Knowledge of specific payroll systems, i.e Mytime, preferred
• Knowledge of water or utility industry preferred
• Knowledge of AutoCAD, Arc GIS and Blue Beam systems, a plus
• Demonstrated organization and administrative skills
• Demonstrated communication skills, both verbal and written
• Demonstrated ability to manage and prioritize tasks
• Demonstrated interpersonal skills

Experience/Education

• 5 years overall work experience with at least 3 years experience in accounting, payroll or administrative support work.

• Experience using GIS/GPS required.
• Experience using Computer Aided Drafting (CAD) software (AutoCAD and/or MicroStation) preferred.
• High school diploma with post high school coursework in secretarial science, business, finance or accounting required; associates level degree in business, finance, accounting or engineering preferred

Certifications/Licenses

Certificate in Geographic Information Systems preferred, but not required.

Work Environment

• Indoor and outdoor environment
• Ability to work in all elements of weather and in a standard office environment

Other

• Valid Driver’s license required
• Ability to walk 5+ miles per day while carrying 15 pounds of equipment.
• Ability to operate a motor vehicle.
• Certifications/Training in Safety preferred
• Physical/Cognitive Requirements:
• Ability to sit, stand, bend, and walk for long periods of time.
• Lift minimum 25lbs.
• Occasional hands-on work required

Competencies