Personnel Requisition Form

Department: Utilities – Administration
Date: November 3, 2022
Supervisor: Utilities Director

Job Title: Utilities Office Manager
Starting Salary: $20.5437 /hourly

Date Needed: ASAP
Number of Employees Requested: One
Work Hours: 8 a.m. – 5 p.m. – Overtime as needed

Position Status: Full-Time
Reason Needed: Replacement

Under direction of the Utility Director, the Office Manager plans administrative and records management procedures and revises procedures to promote efficiency of operations; compiles and submit budget request information; monitors budget expenditures, prepares and submits requisitions for purchases; authorizes payment of invoices, assist citizens in explanation of billing and payment procedures for the Utilities Department ; coordinates training of employees; advises Utility Director for approval or denial of leave time; complete the biweekly payroll of the Utility Department; and performs additional duties as needed.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Analyzes operations and procedures in office and revises as necessary to promote efficiency.
• Plans administrative and record management procedures.
• Maintains files of laws, ordinances and regulations regarding utilities.
• Compiles and submit budget requests for division with approval from Utilities Director.
• Monitors expenditures from approved budget.
• Prepares and submits requisitions for materials and supplies, verifies receipt of items and authorizes payment of invoices.
• Provides information, interprets regulations, explains procedures and answers questions from citizens regarding utility billing.
• At the advisement of the Utilities Director, schedules regular departmental safety and staff meetings.
• Manages the Utilities Projects with the Director.
• Interviews and recommends selection of applicants for clerical positions.
• Orients new employees and coordinates on the job training.
• Coordinates scheduling of leave for administrative employees and advises Utilities Director in order to approve or deny request.
• Prepares letters, memos, correspondence and resolutions for the department.
• Occasionally attends meetings, seminars and workshops.
• Maintain workplace in a clean and orderly manner.
• May be required to perform light janitorial duties.
• Preparation of department’s biweekly payroll.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High School Diploma or GED

Experience
Three (3) years increasingly responsible experience in office management in customer service field

Licenses or Certifications Required
N/A

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Administrative office procedures including office systems, communications, records and equipment.
• Supervisory skills including planning, scheduling, staffing and overall supervision.
• Organization, operation, policies, procedures and ordinances and regulations of the City of Phenix City.
• Utility office operations including billing and cashiering best practices

Ability to:

• Read and comprehend technical literature, regulations, ordinances, reports, financial statements and other moderately complex material.
• Write to prepare directives, memoranda, correspondence, bulletins, brochures fliers, narrative reports and similar documents.
• Verbally communicate to direct, train and counsel employees and discuss zoning and related regulations and procedures with contractors, developers and citizens.
• Utilize math skills to analyze data and compile reports.
• Use word processing, spreadsheet and database programs to.
• Develop plans and schedules.
• Motivate and manage employees diverse in race, gender, ethnicity and personalities.
• Work in a constant state of alertness and in a safe manner.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Indoors

Physical Demands: See accompanying page for details

Key Working Relationship: Customer Service Reps, Utility Water and Sewer Customers

How to Apply

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.