Administrative Assistant - Collections

Job Title : Administrative Assistant

This position pays $51,459.20 - $76,502.40 Annually. Provides administrative assistance of a highly confidential nature to the Operations Director Vertical Assets Maintenance. Performs administrative functions for Operations / Collections. Acts as a liaison to Human Resources Division and provides assistance on personnel policy implementation, Rules of Conduct, union employee agreements, Union / MSD contract, timekeeping, benefits and OSHA / safety issues. Performs timekeeping activities including corrections and coordinates with supervisors and HR / payroll as needed. Assists with scheduling training, employee meetings and other department activities. Coordinates personnel related issues for Collections. Performs onboarding tasks for new hires and staff transferred from other departments. Assists with employee separation tasks including required documents and collecting MSD assets for return. Maintains training certifications and schedules union training classes. Performs SAP tracking for personnel and budget issues. Ensures accurate data capture in IPS. Provides field verification and processing of contractor invoices. Provides status reports on program activities. Assists management with their assigned timekeeping tasks. Interacts with supervisors, dispatch and customer relations staff to improve data accuracy and timeliness, as well as adherence to procedures and performance measures. Responsible for Consent Decree related program quality assurance and quality control reporting and tracking. Serves as the point of contact regarding entry and review of discharge work orders. Works with IT for the creation of reports and other QA / QC tools. Provides daily and monthly reports. Performs other related duties as assigned or as judgment / necessity dictates.

Prepares correspondence and reports. Develops and maintains databases and spreadsheets. Screens and routes customer service requests and researches information for responses as needed. Receives and greets visitors. Schedules appointments and maintains director's calendar. Prepares invoices and check requests. Arranges business itineraries and coordinates travel arrangements. Maintains and archives department records. Tracks performance metrics. Performs accounting functions and other departmental administrative tasks. Records budget line items into the budget software and tracks departmental spending. Provides assistance on personnel policy implementation, Rules of Conduct, union employee agreements, Union / MSD contract, timekeeping, benefits and OSHA / safety issues. Processes confidential personnel matters. Tracks contractual adherence to guidelines. Tracks and drafts disciplinary actions related to attendance. Provides guidance to supervisors on appropriate IPS work order tracking and timekeeping aspects of their crew's activities. Serves as point of contact for department personnel related issues. Provides consistent interpretation of and ensures adherence to MSD and union policies, procedures and performance measures Administers the one-call application. Maintains and posts seniority rosters in conjunction with Human Resources. Coordinates training with the HR Training staff. Processes contractor invoices. Utilizes SAP, employee training records, WorkForce, IPS, Upstream, Word and Excel to research, record, update and process timekeeping, training records, and other personnel related issues. Assists with collecting, updating and reporting pursuant to Consent Decree (SORP) activities related to discharge work orders. Performs on-going quality assurance and quality control related to discharge reporting, including back-up, discharge, odor complaints, and sewer investigation activities. Documents receipt of goods. Reconciles accounts for payable disputes. Responds to field-related questions regarding Consent Decree activities and data capture. Assists the Safety Department with plant and station inspections.

Knowledge of IPS, WorkForce, SAP, and eB / ALIM; knowledge of MSD and union procedures; knowledge of administrative techniques and practices; knowledge of basic office equipment; skill in oral and written communication; skill in managing multiple priorities; skill in problem solving; skill in operating a PC and associated Windows environment software (e.g. Microsoft Office Suite); ability to analyze data; ability to make sound decisions based on available information; ability to create detailed reports; ability to be courteous and helpful under pressure; ability to maintain confidentiality; ability to work effectively under heavy, unpredictable surges in workload; ability to work 24 hour emergency response, various shifts and weekends.

Minimum Requirements : Associate Degree in business, human resources management or a related field; three or more years of related administrative experience; an equivalent combination of education and experience may be substituted. Must possess a valid driver's license. Must have safe work and driving habits.