Job Details

Receptionist/Clerical Assistant

Performs receptionist duties of greeting visitors, answering a central phone system to channel all incoming calls, and providing assistance as required to complete contacts. Serves as a notary public for agreements that need to be signed. Performs various clerical duties in support of the utilities office functions to facilitate daily operations workflow.

• Greet visitors, makes necessary notification, and assists as needed, to facilitate contact with appropriate persons and directs to specified office.
• Answers phone, directs incoming calls, takes, and delivers messages as required.
• Assists Manager with payroll preparation.
• Performs various clerical/administrative duties in support of the utilities office such as typing memos, bid quotes, letters, reports, etc., filing and record keeping.
• Researches information and collates data as requested.
• Prepares updates and distributes department timecards to ensure accurate time management/pay using Attendance Professional program.
• Verifies math accuracy of parts used inventory records.
• Responsible for the billing to contractors, EBCI, etc., for the Water Department; prepares updates, and distributes billing spreadsheets as requested.
• Operates basic office equipment such as central phone system, fax, postage meter, copier, etc.
• Completes sewer overflow forms for all SSOs reported to the Environmental Protection Agency (EPA).
• Schedules with waste water plant to have stream/creek/river testing at overflow (SSO), above overflow, and below overflow.
• Attends AOC (Administrative Order) working group.
• Prepares any reports necessary to EPA with the direction of appropriate Field Supervisor.
• Attends Strategy Committee and other committees when required.
• Maintains a neat and orderly work area and office reception area.
• Performs job duties according to established safety guidelines and Tribal policies.
• Prepares, maintains, and organizes Excel spreadsheets for work orders for field crew supervisors and crew members.
• Maintains an up-to-date list of employee's certification hours and provides information to managers and supervisors for who need training hours.
• Develops and maintains electronic and hard copy filing system for customer information and other important documents.
• Develops public education materials such as flyers, posters, presentations, etc. Disseminates information to public in appropriate settings (e.g., Tribal Council meetings, event booths, field tours, etc.)
• Maintains Material Safety Data sheet (MSDS) for department and tracks adjustments for water and sewer customers.
• Sends out collection letters to delinquent sewer customers. (Sewer only accounts)
• Tracks adjustments for water and sewer customers.