Administrative Specialist

SUMMARY: The ES Administrative Specialist is responsible for: Handling customer complaints which are the focal point for all water quality issues for CWW, coordinates and follows CWW’s Water Quality Complaint policy and distributes the complaint to the appropriate department, follows up with the assigned department, with the customers and distribution team and completes the work orders report. Creates multiple datasets for review and coordinates with Environmental Services leadership team to analyze the data. Orders all lab and office supplies, chemicals and reagents needed to perform analyses in the lab through actively pursuing competitive quotes for these purchases. Responsible for generating invoices for CWW Environmental Services contract services, industries and customers. Compiles data in Lawson and coordinates with the Environmental Services Manager for tracking and control of the departmental budget for monthly/yearly review. Plans and executes all travel for educational requirements for Environmental Services personnel, certification/license renewals and handles conference scheduling for Env. Services employees. Executes and tracks all contracts with neighboring municipalities and the GAEPD upon which CWW provides services. Meets with Environmental Services leadership team to generate invoices, renew agreements, and all correspondences for lab services and regulatory matters along with other related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

This position requires an understanding of water quality and the laboratory environment, and the data associated with it. This understanding enables the person to retrieve and compile data; cross-reference files and generate reports from the Laboratory Information Management System (LIMS). Technical knowledge is necessary to discuss water quality issues with customers who have a problem and to provide insight into the source of the problem. An understanding of laboratory equipment, reagents and supplies is necessary to order from technical catalogs or websites and to maintain an adequate inventory for the analysts to perform their required tasks. Comprehensive computer skills are vital to this position. Significant training is necessary to effectively use the LIMS system. Word processing and Excel spreadsheets are required of the person in this position to generate analyses in the highly detailed forms, charts and graphs. Directs all incoming calls, creates and generates forms for lab use, generates and closes PR/PO’s for the department through the Lawson System. Tracks budget expenses and coordinates with the department manager routinely, generates comprehensive letters for regulatory agencies, contractors, customers and internal memos.

QUALIFICATION REQUIREMENTS:

Comprehensive understanding of laboratory functions and the work involved; excellent communication and people skills, program operating skills such as Word, Excel and occasionally PowerPoint; ability to learn the LIMS application; ability to maintain a routine work schedule; to maintain an effective working relationship with other employees.

EDUCATION AND EXPERIENCE:

Minimum of five years’ experience working with computers in an office/lab environment and/or 1 year of experience in laboratory environment preferred.

LANGUAGE SKILLS:

Ability to read, analyze and interpret common scientific and technical documents such as procedure manuals, operating and maintenance instructions, financial reports, and legal documents; ability to write detailed reports and correspondence; must have outstanding communication skills, both verbal and written and the ability to describe complex technical concepts effectively, with managers, employees, and the general public.

MATHEMATICAL SKILLS:

Knowledge is capable to work mathematical concepts such as probability, statistical inference, and fundamentals on plane and solid geometry and trigonometry. Able to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Able to define problems, collect data, establish facts, and draw valid conclusions, to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables; ability to make recommendations for the solution of practical problems based on facts.

CERTIFICATES, LICENSES, AND REGISTRATIONS:

Must possess a valid drivers' license.

OTHER SKILLS AND ABILITIES:

Operate general office equipment, to include copy machine, fax machine, typewriter, calculator, and computer. Have experience and knowledge in using MS Office Programs such as PowerPoint, Excel, Microsoft Word, and other database systems. Has the ability to establish and to manage multiple projects, tasks, and set priorities. Good knowledge of general office operations.

PHYSICAL DEMANDS: The physical demands described are representative of what must be met by an employee to successfully perform the essential functions of this 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 regularly required to reach with hands and arms. The employee is frequently required to stand, walk, handle or feel objects, use tools or equipment, stoop, kneel, crouch; talk and hear.

The employee must occasionally lift and be able to move an object up to ten pounds; specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described are representative of those upon which the employee encounters while performing the essential functions of this job. Employees are required to perform on-call duties on a rotating schedule. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Job Announcement: 25-42

Grade: 12