HomeMy WebLinkAbout12 Conservation Department Agenda Item # 12
DONNER
Public Utility District 7
ACTION
To: Board of Directors
From: Michael D. Holley
Date: July 16, 2008
Subject: Authorizing New Conservation Department Customer Service
Representative
1. WHY THIS MATTER IS BEFORE THE BOARD
This matter is before thheadcount d because
exce d addition
total this
DistrictCustomer
headService count
Representative (CSR)
previously authorized by the Board.
2. HISTORY
The total head count for the District was approved by the Board in the 2008 Budget.
ms budget and the number of
Due to growth in the conservation budget - progra
programs grew dramatically over historical levels - the Conservation Department does
not have the required staffing level to achieve the current goals and objectives.
Administrative and customer service functions are a significant portion of the
Conseravtion Administrators daily activities and are preventing focus and investment
of time into implementation of the conservation programs. This is particularly true of
the commercial and green partners programs.
3. NEW INFORMATION
The original Conservation Department Budget (Dept. 4) had a total of -2.25 Full Time
Equivalents (FTE's) in the budget. The actual labor for the first half of 2008 was
significantly less than budgeted due staff departures and re-prioritization of focus for
one of the staff to non-conservation related activities. Due to the loss of the FTE's,
the Conservation Department does not have the budgeted staff to fully implement the
existing programs.
For the second half of 2008, the Conservation Depatment anticipates a staff loading
rate of 1.7 FTE's vs. the budget loading rate of 2.25 FTE's. Given this loading rate,
effective implementation of the Conservation Departments goals is in doubt.
To address this staffing short-fall, the Conservation Department has created a draft
Job Description for a CSR (attached).
4. FISCAL IMPACT
Sufficient funds exist within the approved FY08 budget to fund this position.
5. RECOMMENDATION
1. Approve the attached Job Description for a Conservation Department Customer
Service Representative.
2. Approve the new position of Conservation Department Customer Service
Representative.
Michael D. Holley
General Manager
Truckee Donner Public Utility District
Job Description
Job Title: Customer Service Representative
Department: Public Information and Conservation
Reports To: PIC Manager
FLSA Status: Non-exempt
Prepared Date: June 27, 2008
Job Summary Under the direct supervision of the Public Information and
Conservation Manager, to perform general clerical duties, administrative support
to the department and to provide efficient and courteous service to all internal
and external inquiries by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may
be assigned.
(a) Performs clerical duties to support the public information, conservation, and
legislation and regulation department activities.
(b) Answers incoming departmental calls in a prompt, courteous and efficient
manner ensuring that calls are properly and promptly completed.
(c) Talks with customers by phone or in person regarding electric and water
conservation programs and activities.
(d) Greets and directs customers and visitors to the District.
(e) Processes conservation rebate requests for approval and maintains a
database of requests and rebates.
(f) Enters data into computer system and prepares correspondence as required.
(g) Maintains the conservation community calendar and website including regular
updates.
(h) Attends community events to promote conservation programs.
(i) Performs Customer Service Representative, Administrative Service
Department, duties as needed for coverage time and absences.
(j) Other duties as determined by supervisor.
July 2008
Customer Service Representative-PIC
Supervisory Responsibilities
This job has no supervisory responsibilities.
Qualifications To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required.
1. A high school diploma or equivalent is required.
2. Two years clerical experience is required.
3. Must be familiar with Microsoft office products, such as Excel, Word, Outlook
and Power Point.
4. Proficient calculator, computer and keyboarding skills.
5. A valid Class C driver's license is desired.
6. Ability to read and comprehend instructions and correspondence.
7. Ability to rapidly and accurately calculate figures and amounts, and handle
money transactions.
8. Ability to write correspondence using correct grammar, spelling, and
punctuation.
9. Ability to effectively present information to customers and co-workers using
tact and diplomacy.
10. Excellent customer services skills; friendly, courteous, and helpful.
Physical Demands The physical demands described here are representative of
those that must be met by an employee to successfully perform the essential
functions of this job.
While performing the duties of this Job, the employee is regularly required to sit,
walk, stand, talk and hear. The employee is frequently required to use their
hands and fingers to handle or feel and reach with hands and arms. The
employee is occasionally required to stoop, kneel, or crouch. The employee may
occasionally be required to lift and/or move up to 25 pounds. Specific vision
abilities required by this job include close vision.
Work Environment The work environment characteristics described here are
representative of those an employee encounters while performing the essential
functions of this job.
Customer Service Representative-PIC July 2008
While performing the duties of this Job, the employee works in a typical office
environment, where the noise level, temperature and lighting are usually
moderate. The employee has normal work hours; although, overtime is
sometimes required, including callouts during emergency situations.
Customer Service Representative-PIC July 2008