Summary: West Des Moines Water Works has a full-time administrative assistant position available immediately in our administrative office at 1505 Railroad, West Des Moines.  This position is responsible for greeting visitors, assisting internal and external customers with requests for service and information, composing correspondence, filing, processing applications, scheduling service work, coordinating meetings, preparation of meeting minutes, legal publications, timecards, payroll, NSF entry and construction project documentation. This position will also perform a variety of administrative support functions for designated staff, programs, projects and serve as a backup to Customer Service Representatives, including processing payments to utility bills, as needed.

• Answers phones, greets visitors and assists employees, outside agencies and the public with requests for service, information or research. Responds to specific questions/inquiries based upon knowledge and use of Water Works rules, regulations, procedures and customer service and billing software.
• Performs various administrative duties, which may include: typing and/or composing various correspondence, proofreading, filing and file organization/preparation, preparing timecards, processing paperwork/applications/etc., faxing, copying/collating, binding, sorting/distributing mail, ordering office supplies/etc.
  
• Gathers, compiles, and/or formats specialized reports; updates and/or reviews information and/or manuals
• Provides support for the General Manager and other supervisors including general administrative duties and special projects as needed.
• Acts as backup to Customer Service Representatives, as requested or needed
• Prepares and processes customer payments from drop box and mail
• Creates and processes work orders.
• Coordinates meetings, appointments, agendas, reservations, travel, etc. Takes and types minutes at meetings. Organizes special events for the Water Works
• Prepares documents and meeting packets for meetings of the Board of Trustees; coordinates posting and distribution of public documents. Posts documents to Water Works’ website. Publishes meeting agendas, minutes and resolutions as legally required. Maintains and organizes official records.
• Helps prepare the office for each day’s work; helps secure office at the end of the day
• Arranges for maintenance, repair and /or replacement of office equipment
• Provides oversight/direction to small service contractors/vendors (e.g. cleaning service, copier repairs, temporary help, etc.)
• Performs necessary set-up and clean-up activities for office related meetings and gatherings
• Performs other duties as assigned
• Verifies Flex Pay account information weekly.
• Records Miscellaneous Payments
• Assists in preparation of invoices for a variety of sales.
• Prepares and mails Accountants Receivable Statements.
• Processes bad debt letters including final bill notices, past due reminders, and lien warning letters.
• Processes non-sufficient fund (NSF) and notification of change (NOC) in the water accounts.
• Assists with the preparation of bi-weekly payroll.
• Oversees and coordinates documentation for the fitness/wellness program
• Tracks, coordinates, and communicated information on the employee apparel purchases
• Provides backup assistance to the Finance Manager when the Accountant is not available.
• Records inventory for monthly processing
  
  

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Education/Experience

• High School Graduate or equivalent
  
• 1-2 years of additional schooling including secretarial, computer and/or basic accounting coursework
• 3-5 years of related office experience
  

• Strong proficiency with PC’s and computer software and applications, including Microsoft Outlook, Word (mail merge), Excel, PowerPoint and Adobe Acrobat
• Accurate mathematical skills
• Accurate typing skills, proofreading skills and considerable knowledge of English
• General knowledge of office equipment, including photo copier, multi-line telephone, facsimile, calculator, shredder, binding equipment, letter opener, and postage machine
• Effective oral and written communication skills
• Ability to work efficiently with little direct supervision, take initiative
• Ability to establish and maintain effective working relationships and a positive attitude with co-workers at all levels, customers, contractors, vendors, and the general public.
• Sound judgment, problem solving, and decision-making abilities
  

This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required. The Water Works may revise this position description at any time. The position description is not to be considered as a contract of employment, as this position is and remain at-will.

Obtain and complete an Employment Application Form from West Des Moines Water Works in person or download and complete this Employment Application Form.  Return with an employment resume. 

To complete the Employment Application Form electronically, you will need the latest version of Adobe Acrobat. If you choose to submit an electronic application, it is recommended to save and verify the completed document as a PDF and attach the saved file to an email.

West Des Moines Water Works
Attn: Employment
1505 Railroad Avenue
West Des Moines, IA 50265