Operations Specialist (100104)

Primary Role

The Operations Specialist provides a combination of administrative, analytical and/or technical support pertaining to routine day-to-day operations for a department or functional area.

Knowledge/Skills

• Thorough understanding of inventory items and inventory processes.
• Thorough knowledge of standard business practices and principles, including basic accounting and budgeting.
• In-depth knowledge of Microsoft office suite applications including MSWord, Excel, Access and PowerPoint and email management systems (MS Outlook).
• Knowledge of water or utility industry preferred.
• Knowledge of SAP, and inventory processes is a plus
• Demonstrated organization and administrative skills.
• Demonstrated communication skills, both verbal and written.
• Demonstrated ability to manage and prioritize tasks.
• Demonstrated interpersonal skills.

Key Accountabilities

• Performs activities to monitor and maintain inventory control; evaluates inventory levels and reorders as necessary. May perform receiving, stocking, distributing, and packing in addition to inventory control. Maintains inventory records and prepares reports. May work with vendors to resolve routine supply and distribution discrepancies. Will need to be comfortable or trainable in using forklift and will be expected to lift up to 50lbs. (50%)
• Provides oversight to the maintenance and the upkeep of the local facilities and buildings. This includes but is not limited to addressing facilities tickets, managing contractors, and providing input to updating contracts, providing recommendations to capital upgrades to facilities. (25%)
• Uses and maintains relational databases and other reporting tools to compile, calculate, track, report and clean-up data pertaining to various reoccurring processes which may include, but are not limited to, capital programs, field projects, work orders, regulatory compliance and employee records. (5%)
• Analyzes and evaluates reports and/or prepare variances related to specific department work processes which may include but are not limited to: business systems, regulatory requirements, budgets, capital expenditures, work orders, departmental and/or organizational performance, etc. (5%)

Key Accountabilities continued

• Provides general administrative and clerical support for day-to-day managerial and departmental needs and special projects which may include but are not limited to: composing routine letters, obtaining permits, preparing and distributing meeting minutes, p-card/ workbasket processing, document preparation, etc. (5%)
• Serves as a first level resource for various departmental or functional issues which may be related to customer service, customer billing, inventory issues, regulatory issues, etc. Answers routine questions and assists in recognizing and troubleshooting larger problems. (5%)
• Role will also include on-call shifts. Will require knowledge of field operations and insight in other areas such as customer service, distribution systems, 811, regulatory requirements, etc. (5%)

Experience/Education

• 5 years overall work experience with at least 3 years experience in accounting, payroll or administrative support work.
• High school diploma with post high school coursework in secretarial science, business, finance or accounting required; associates level degree in business, finance, accounting or engineering preferred.

Work Environment

• Indoor office environment

Work Hours

• 7:30am -4:00pm M-F (plus periodic scheduled on call time)

Other

• The percentage of time spent performing the key accountabilities of the job may vary based on the manager, departmental or functional unit needs.
• This role may include assisting with field work including pick-up and delivery tasks, checking leaks and repairs made by contractors and completing related paperwork and/or handling Public Utility complaints. This role may include fleet management, vehicle repairs and facility maintenance.
• Competencies (from the Water Division Competency Dictionary):
• Analysis and Problem Solving - Analyzes and resolves business issues through the application of critical reasoning skills and general business experience.
• Sharing Knowledge & Expertise - Drives business performance by developing and contributing specific technical or professional knowledge, skills and experience. Demonstrates a professional attitude.
• Teamworking - Is committed to working collaboratively to achieve business goals, building cohesiveness and identity with a work group, and valuing individual