INTRA-CITY ADMINISTRATIVE ASSISTANT

INTRA-CITY

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #60 - ADMINISTRATIVE ASSISTANT

NUMBER OF VACANCIES: 1

DEPARTMENT: Electric Utility / Engineering

WORK LOCATION: MOC

SALARY RANGE: $18.94 - $29.48 / Hour

PAY GRADE: I - Non-Exempt

TYPE OF POSITION: Regular / Full-Time

DAYS WORKED: Monday - Friday

HOURS WORKED: 8:00 a.m. - 5:00 p.m.

APPLICATIONS WILL BE RECEIVED THROUGH: April 22, 2024

SUBMIT APPLICATIONS ONLINE - CITY OF FARMINGTON INTRANET

HUMAN RESOURCES - INTERNAL JOB POSTINGS

JOB DUTIES

ESSENTIAL DUTIES

Follows established safety protocols and policies as set forth by the Utility and as required for the job at hand. Must embrace and work with a "safety first" mentality. Attendance at and completion of certain safety training will be mandatory.

Provides administrative support of a technical nature and a wide variety of routine and complex clerical assistance to the Electrical Engineering Manager, Engineering Division Supervisors and other staff in the ­Electric Engineering Division.

Works under the general supervision of the Engineering Manager.

Responsible for compiling and developing each fiscal year's O&M Budget for presenting to the Engineering Manager for review and approval based on Engineering Division staff requests. Attend annual Utility Director and Business Operations budget review meetings.

Enters each year's approved operating budget in the HTE system.

Track and produce budget reports, both monthly and as required. Work with the Engineering Manager to proceed with the yearly Operating budget expenditures. Provides support to the Engineering Manager SME (Subject Matter Expert) to comply with NERC Compliance Standards.

Participates as a member of the Utility's Reliability and Safety Committee to stay abreast of new or amended standards, NERC Standard training opportunities, and internal compliance measures as they apply and impact Electrical Engineering.

Assists the Engineering Manager and other Division SME's in managing and adhering to compliance deadlines and related compliance workflow requirements. Review Compliance Schedules with the Engineering Manager SME to make recommendations to adhere to compliance deadlines.

Assists the Engineering Manager and other Division SME's in managing Compliance evidence file structure for preservation of Compliance data, reports, required evidence, correspondence and related Compliance documentation.

Assists the Engineering Manager and Engineering SME's in the review of Standard applicability, compiling evidence, completing Compliance RSAWs, updating the Global Audit Ready (GAR) Compliance Database, drafting of Compliance documents which may include internal methodologies, specifications and correspondence. Coordinate with other Utility SMEs on shared Standards and the Departmental Compliance Division as necessary to respond to inquiries and also to make related information requests. Follow up with the Compliance Division as to status.

Assists the Engineering Manager SME in preparation of and during internal audits and WECC formal audits to assemble evidence of compliance, compile supporting documentation to include RSAWS, and attend WECC interviews. Coordinate with Compliance Division to extract information form the GAR database.

Must be able to acquire a working knowledge and basic understanding of the Bulk Electric System as well as NERC Regulatory Standards, their purpose, and function as they apply to the Electrical Engineering Division.

Responds to inquiries from customers and co-workers relating to the Electrical Engineering Division or refers, when necessary, to other appropriate City personnel.

Composes, types, and edits a variety of correspondence, reports, memoranda, graphic data, and other material requiring judgement as to content, accuracy, and completeness.

Coordinates and works closely with the Professional Survey and GIS staff members to collate the necessary documentation to prepare and submit BLM and State Land Office right-of-way grant applications. Monitors grants for renewals, research and correspond with the BLM and State Land office to resolve issues. Acts as liaison between the agencies and the Utility in grant matters and track status of grant process. Stays abreast of agency right-of-way rules and requirements and provides assistance to Division staff regarding application questions. Works closely with and keeps Engineers and Project Managers updated in obtaining right-of-way grants for capital improvement projects. Checks accuracy of annual right of way rental billings generated by outside agencies, including research of amendments and relinquishments of right of way easements.

Must be knowledgeable on section/township/range mapping systems.

Prepare invoices to bill customers for reimbursement costs associated with obtaining right-of-way and traffic control costs incurred by FEUS. Maintain spreadsheet for outstanding invoices.

Facilitates the quarterly Standards Committee Meetings. Prepare agendas, minutes, and assist staff engineers with follow up vendor approval requests.

Assists in the procurement of department goods and services and interfaces with Purchasing to ensure City rules and regulations pertaining to purchases are followed. Understands and can interpret purchasing rules and procurement codes. Verifies accuracy of engineering timesheets in accordance with City administrative rules and regulations. Responsible for entering and processing payroll for the Engineering Division through the ExecuTime payroll system by reviewing the balancing of work hours for the Payroll division.

Utilizes the AS400 and HTE software to assist in the inputting and processing of requisitions, receiving, and other inquiry functions to provide information to the division.

Establishes, maintains, and acts as custodian of divisional filing system, right-of-way grant files, and general correspondence; controls these records using moderate independent judgment.

Works closely with staff engineers and provides support as needed on special projects. May require researching various documents and archived information pertaining to the project. Manages special divisional projects as assigned.

Has general understanding or ability to obtain a working knowledge of the electric utility industry facilities to include generation, transmission, substation, and distribution systems.

Uses knowledge of projects and independent judgment to prepare initial rough drafts of legal documents such as contracts for managerial and legal review. Reviews and assists with revisions of contracts, leases, agreements and other documentation. Must be able to compile and organize documents of a sensitive nature at a professional level.

Participates in purchasing services evaluation committees. Requires understanding of agreements, reviewing technical data and Purchasing Request for Proposal procedures.

In the absence of the Secretary II, provide backup assistance to receive, stamp and distribute mail, prepare private easements, check-out spare vehicles, reserve conference rooms, submit staffing agency timesheets, and other related duties.

Assists in training, if needed, of the Secretary II position.

Ability to demonstrate time managements skills, assess and prioritize tasks, projects and demands usually of a technical nature with attention to detail. Possess analytical and problem solving skills.

Manages daily office support functions to include making needed adjustment in priorities.

Must be able to review and learn rules, regulations, and procedures of a complex nature applicable to the task at hand.

Schedules regular business meetings with the Electrical Engineering Manager to review office workflow matters, current projects, upcoming projects, and bring to the Manager's attention items to be addressed. Discuss and recommend suggestions to keep office work flow focused on facilitating current and future projects and addressing needs of the division staff. Supports implementation of divisional procedures and policies.

Participates in available training opportunities to gain working knowledge of the electric utility industry.

Using excellent customer service skills, establishes and maintains effective working relationships with other outside agencies, employees, Management, elected officials and members of the public.

Occasional field trips may be provided or required if advantageous to gaining a better understanding of a specific project; or, enhances knowledge useful in performing tasks. The appropriate PPE will be required as well as following all safety rules and procedures.

Attendance at work is an essential function of this position.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

QUALIFICATIONS

This position is subject to the City's Drug and Alcohol Free Workplace Program. This includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.

Valid driver's license with acceptable driving record for the past three years.

High school diploma or equivalent, with specialized coursework in general office practices, such as typing, filing, accounting, and bookkeeping.

Experience in and ability to read, understand and interpret laws, standards, rules and regulations varying in complexity.

Associates degree or equivalent training in a technical field requiring the ability to learn and understand difficult subjects and independently complete projects of a complex nature. Five (5) years of increasingly responsible related experience, or any equivalent combination of related education and experience, or demonstrated knowledge and direct experience with engineering personnel in the electric utility industry exhibiting competency in the assistance thereof. Experience in an Electric Utility setting with knowledge of basic electrical theory, NERC Compliance, and applicable terminology preferred.

Typing speed of 70 WPM, or a rate sufficient to perform the duties of the job.

High level of knowledge of business English and business math; working knowledge of accounting principles and practices related to City of Farmington requirements; general understanding of contract law or paralegal background preferred.

Ability to operate telephone system; mainframe computer terminal; personal computer including Word processing software; Excel spread sheeting (including Google Sheets and Smartsheet) software; email programs, internet use, and setting up virtual meetings and using various face-time products; copy machine; printers; postage machine; fax machine; calculator; scanning equipment. Preferred familiarization with certain specialized platforms include: Global Audit Ready, HTE, Naviline, and PowerPoint for the purposes of developing presentations.

Excellent verbal and written communication skills.

Ability to maintain confidential, sensitive material, especially Compliance and Personnel document handling.

Ability to successfully organize, work, and complete multiple tasks simultaneously.

Ability to organize meetings and take and produce accurate minutes

Ability to effectively meet and interact with the public; ability to communicate effectively verbally and in writing; ability to handle occasional stressful situations. Ability to meet deadlinesAbility to establish and maintain effective working relationships with co-workers, supervisors, managers, other City departments/divisions, the public, and outside agencies.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands to finger, handle, or operate objects, tools, or controls; bend at the waist and crouch; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a normal office setting; the noise level in the work environment is usually quiet. The employee may be required to participate in field trips in outside weather conditions which may be wet or dry, hot or cold and be exposed to high levels of noise and/or vibrations. The employee may be near energized electrical equipment and moving mechanical parts and in an environment which may be exposed to fumes, airborne particles, electrical shock hazard and toxic or caustic chemicals.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V.

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