Energy Services Administrative Specialist

Career Statement of Duties

An Energy Services Administrative Specialist must show consistent conformity with the outlined job description, satisfactorily complete designated training and be able to demonstrate a comfortable knowledge of the duties of an Energy Services Administrative Specialist within six months of employee hire date.

Energy Services Essential Statement of Safety

The City of Kings Mountain Energy Services Department requires that all employees perform their duties in a manner that puts "SAFETY FIRST". The safety and wellbeing of our employees and the general public will always be first priority. As an Energy Services Employee this person must follow, first and foremost, the General Safety rules of the City, the Energy Services Safety rules, as well as the Occupational Safety and Health Administration safety rules and requirements as it pertains to their daily duties and activities on the job. It is also encouraged that each employee put safety first while performing personal activities while off the job.

General Statement of Duties

An employee in this position performs responsible semi-skilled and skilled work in the environment of a utility construction office; such work includes record keeping, filing, work order management along with crew communication and dispatching responsibility

Distinguishing Features of the Class

An employee in this class performs a variety of work assisting the Energy Services staff through communications via phone and radio. This employee acts as the first line of customer contact for request, inquiries and emergencies such as a natural gas leak or electrical outages. This employee must be able to quickly assess emergencies and dispatch crews and communicate assessments to crews responding. This employee is responsible for the record keeping of the Department, which includes work orders, department employee personnel files, and utility compliance requirements for both Natural Gas and Electric Utilities. Employees are also subject to on-call and call-back work.

Work is performed under the supervision of the Energy Services Director on a daily basis and is evaluated through observation and review of records for adherence to City and Departmental policies, procedures and safety practices, as well as customer satisfaction. Participates with other Energy Services Administrative Specialist's in a cohesive atmosphere to ensure the Energy Services Departmental office requirements and duties are met daily.

Additional Job Duties

This employee performs any other tasks essential to the Energy Services Department and /or City needs, deemed necessary by supervision, in a professional manner.

Knowledqe, Skills, and Abilities

This employee shows considerable knowledge of traditional office equipment including but not limited to computers, keyboard typing, scanners, and telephone and radio console; as well as a considerable knowledge of work order systems, timekeeping and material procurement procedures to name a few. This employee has the ability to work with minimal supervision in sometimes a busy and stressful environment. This employee is able to quickly establish and maintain effective working relationships with supervisors, co-workers and the public. This employee must be able to recognize emergency communications and assess quickly in order to dispatch appropriate crews along with notifying appropriate supervisors of potential emergencies, without creating panic. Employee should have the ability to read road and utility maps along with operation and service manuals and to understand and follow oral and written instructions. This employee should have intermediate computer skills with familiarity of Microsoft Office Word, Excel, Outlook and PowerPoint.

Physical Requirements

This employee must be able to physically perform the basic life operational functions of climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, feeling, talking, hearing, and repetitive motions. As well as possess the visual acuity to read road utility maps and work with a computer for at least six (6) hours per day. This employee must also be able to perform sedentary work and be able to lift up to 10 pounds in order to move objects such as file boxes etc. Employee is required to be subject to random drug testing for emergency call intake employees.

Desirable Education and Experience

An employee in this class should be a high school graduate and be familiar with work performed in a construction or maintenance office, including familiarity of radio dispatch operations. Possession of a valid driver's license is required.

Public Relations --DAILY-phone calls evaluating citizen issues and complaints prioritizing response levels

MCare Billing Program--DAILY-monitoring workorder system to distribute to Service Techs and Meter Techs

NorthStar Billing Program--DAILY-creation of service orders to direct crews in repairs and prioritizing response levels

Email correspondence--DAILY-monitoring of Director and Engineer emails (since Nick and Holly retired)

811/WEBTMS Program--DAILY-monitoring emergency locates to techs have been notified

Payroll and overtime calculations for HR

Etrieve Finance Program-WEEKLY-verify charges and enter payment specifics to send to finance.

CSI Finance Program-WEEKLY-enter receiving reports to enable finance dept to track department spending

UniFirst Uniforms-WEEKLY-maintain documentation of ins/outs to ensure compliance of Uniform company

NITSA invoice-MONTHLY-Assist director in review to verity totals before sending to Finance for payment

Leidos invoice-MONTHLY-Assist director in review to verity totals before sending to Finance for payment

PEAK invoice-MONTHLY-Assist director in review to verity totals before sending to Finance for payment

SEPA invoice-MONTHLY-Assist director in review to verity totals before sending to Finance for payment

CPP invoice--MONTHLY-Assist director in review to verity totals before sending to Finance for payment

Cut-off procedures

MONTHLY-phone calls concerning utility disconnects and resolving reconnection delays

MONTHLY- Ninjo required training

Bank of America

Credit Cards

MONTHLY-reconciliation of charges for the following accounts: Electric De t, Josh Conrad and Daniel Kale

Employee calendars

MONTHLY-compare with HR documents each employee accrual time for vacation and sick time.

MOTI reports

MONTHLY-electronically file documents for compliance purposes (Natural Gas scans these in)

Locate tickets

MONTHLY-Scan and electronically file for documentation purposes for future reference

Electric Dept Budget

Monitor budget totals and notify director of potential shortfalls

CSI Finance Program

Creating POs for procurement of materials for $2,000 and above (Finance must sign-off above $5,000.)

Leidos Program

Review meter usage when issues arise

Open Gov Program

Monitor projects to ensure electrical needs are addressed in a timely manner

Zoom Program

Create and moderate zoom calls for director

Capital Projects

Track spending for itemized reference of cost in an excel document

Office Supplies

Order and maintain office supplies required for daily duties of the entire department

Trainings & Travel

Enrollment and hotel reservations for ElectriCities and other events

On-site Events

Schedule catering and event prep for on-site meetings when necessary

Electric Department

Cross-trained in some of the responsibilities for Natural Gas Admin