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Administrative Specialist

April 28, 2025 / Heather Davis / Uncategorized

Rivergrove Water District

We believe each employee makes a significant contribution to the District’s success. This position description is designed to outline primary duties, qualifications, and job scope. We expect each employee to offer their services, when asked, wherever necessary to ensure the success of the District.

Title: Administrative Specialist
Exempt/Non-Exempt: Non-Exempt
Reports to: General Manager
Full/Part-Time Position: Part-time position
Hours: Monday – Thursday 9 am – 2 pm
Friday 9 am – 1 pm

GENERAL POSITION SUMMARY: The employee shall be able to follow established policies, rules, and procedures adopted by the Rivergrove Water District. This position will be responsible for all office functions, practices, and procedures including customer service, administrative duties, and billing.

REPORTS TO: Works under the direct supervision of the General Manager.

SUPERVISORY RESPONSIBILITY: This position has no supervisory role.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: It is not the intent of this description to list every task involved in this position. There will be duties that are not listed but will be required. Essential and other important responsibilities may include, but are not limited to, the following:

PRIMARY FUNCTIONS
•Promote effective customer and staff relations by pleasant and courteous exchanges at all times.
•Take messages for staff; messages will be written down and include all pertinent details.
•Update the billing database with accurate information concerning customer start and final accounts and coordinate the new customer agreement and deposit agreement program.
•Transport any bank deposits to the bank.
•Effectively perform data entry and retrieval as well as manual/computer accounting functions for accounts receivable and accounts payable, including preparing basic journal entries.
•Maintain District’s website with current Board packages, newsletters, budgets and other information.
•Prepare correspondence to customers concerning account status when past due, pending shut off, and termination. Follow through with collections procedures of the District.
•Update/maintain written instructions in How To Book on all essential financial/administrative tasks.

SECONDARY FUNCTIONS
•Process bi-monthly billing upon receipt of reports from contractor on the 10th of the even months.
•Operate office equipment and arrange for repairs after notifying the General Manager in advance.
•Submit requests for office supplies and equipment to the General Manager for approval.
•Coordinate and work with other employees on those occasions assigned by the General Manager.
•Provide support as directed by the General Manager to the Board, Engineer, Attorney, and Auditor.
•Attend work-related functions and continuing education seminars by professional organizations.

QUALIFICATIONS, EXPERIENCE AND TRAINING REQUIREMENT FOR EMPLOYMENT
Mandatory
Requires high school diploma or equivalent. A post-secondary degree is desired but not required. At least 2 to 3 years of business experience in similar positions or an equivalent combinations of training and experience. Basic knowledge of accounting principles to include receiving customer payments and basic experience in QuickBooks. Preference will be given to those with prior experience in municipal or government agencies. A valid driver’s license with an acceptable driving record is required.

Knowledge of:
•Rivergrove Water District policies, rules, and regulations.
•Generally accepted municipal accounting principles and basic principles of accounting.
•Technical information and principles to include correct English usage, spelling, grammar, punctuation, and principles of letter and report writing as well as modern filing and index methods.
•Office equipment, including knowledge of computer operation, processes, and techniques.

Ability to:
•Determine and set priorities; carry out assignments with minimal supervision, and track suspense.
•Operate computers for the purpose of data entry and retrieval and report generation.
•Compose timely and professional correspondence on own initiative and track all follow-up actions.
•Establish and maintain professional and acceptable behavior and communication, sometimes with occasionally angry or hostile customers, while maintaining the strictest standards of confidentiality.
•Establish effective working relationships among other employees, Contractors, and the public.
•Answer questions and apply policies and procedures in person or over the phone with customers.
•Work independently, set priorities, and carry out assignments with minimal supervision.
•Use computer software packages such as Word, Excel, PowerPoint, QuickBooks Desktop, Adobe Acrobat, and the District billing software effectively and accurately.

WORKING CONDITIONS
Environmental Conditions: All work is in an office environment.
Physical Conditions: Essential and secondary functions may require:
•Being able to walk, sit, or stand in one position, for prolonged periods of time.
•Maintaining a physical condition needed for light to moderate lifting of 30 pounds.
•Operating a motorized vehicle.
•Manipulating and using small items/tools as well as a computer keyboard.
•Operating, audibly hearing, and properly conversing on District telephones.
•Reading information on a video display terminal.

To Apply: www.rivergrovewater.com

Next Training/Events

  1. Jun
    10
    Tue
    2025

    1. 8:00 am Math for Operators and/or Pumps & Pumping
  2. Jul
    22
    Tue
    2025

    1. 8:00 am Water Treatment/Distribution Certification Review @ City of Redmond, PW Conference Room
  3. Aug
    5
    Tue
    2025

    1. 8:00 am Wastewater Treatment/Collections Certification Review @ Chemeketa Brooks Regional Training Center, Room 105
  4. Aug
    18
    Mon
    2025

    1. 8:00 am 31st Annual Summer Classic Conference – Attendee Registration @ Seaside Convention Center
  5. Aug
    19
    Tue
    2025

    1. 8:00 am 31st Annual Summer Classic Conference – Exhibitor Regisration @ Seaside Convention Center

View Calendar

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