HomeMy WebLinkAbout2000-07-19 Agenda Packet - Board (18) III C IIE IO NER
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Staff Report
To: Board of Directors
From: Mary Chapman, Administrative Services Manager
Date: July 14, 2000
Subject: Proposal to fill the position of Work Order Specialist
In the 1996 budget, the Engineering Department was combined with the Administrative Services
Department. We went from a total of 12 clerical positions to 9 positions. In 9/96, SueCamara who
was the Work Order Specialist at the time transferred from the Administrative Services Department to
Support Services. That left us with a total of 8 clerical employees in the department. Each time we
absorbed the work by streamlining some of the processes and by adding technology. However, we
have not been able to keep up in the work order area. For the last few years, RosanaMatlock and
Joan Antonucci have put in a lot of extra hours to close work orders. I have also worked many extra
hours to assist. In addition, there are monthly reports that I have been preparing that are very time
consuming. These reports should be prepared by a work order clerk.
Last November, we did the conversion of all of our accounting systems. Because of the additional
time required to convert our records, we fell further behind in closing work orders. Now, we are
looking at the billing conversion this November. With the current staff level, there is no way we will be
able to get everything done by the end of the year. Our stress level is rising.
In the budgets for 1997, 1998 and 1999, 1 had included an extra position. Each year, we tried to
become more efficient and I postponed filling the position. In 1999, Peter deleted the position from
the budget in an effort to balance the budget. Unfortunately, we can no longer handle the additional
workload without fining the position. Also, with the upcoming conversion we will all have much more
work to do as we work on the conversion, verify the accuracy of the conversion and go through the
learning curve.
I have attached a copy of the Work Order Specialist job description. The 2000 pay rate for this
position is $18.09. This position requires at least five years of accounting experience.
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WORK ORDER SPECIALIST
NATURE OF WORK
Under general supervision of the Administrative Services Manager,
performs repetitive and routine tasks using various procedures and
performs diversified duties involving extensive knowledge of water
and electric work order accounting functions . Exercises a
moderate degree of decision making involving the use of judgement
and the analysis of fact and circumstances . Has regular contact
with customers and other employees requiring tact and diplomacy.
Occasionally engages in light to moderate physical activity and
works in an office environment.
EXAMPLES OF WORK
1 . Assigns work order and account numbers to approved work order
projects .
2 . Reviews monthly work order ledger sheets to determine their
accuracy and prepares monthly progress billings .
3 . Reviews work in progress, and completed construction and
retirements for variations from estimates .
4 . Tabulates and prepares journal entries for closing projects to
the accounting system and to plant in service records .
5 . Prepares customer billings and follows up on collection of
unpaid balances .
6 . Assists customers by answering billing questions and resolving
billing errors .
7 . Maintains and files work order records .
8 . Performs other related duties as required.
QUALIFICATIO➢IS REQUIRED
Possession of a high school diploma or equivalent with at least
five years of accounting experience. Sufficient formal training
in cost accounting may substitute for two years of experience.
Relevant experience in working on a computer. Knowledge of
business letter writing; business English including vocabulary,
correct grammatical usage, punctuation and spelling. Ability to
type 40 words per minute; compose letters and reports; make
arithmetical computations rapidly and accurately; coordinate work
and solve problems; prepare and maintain construction accounting
records and reports according to an established system; analyze
data and draw logical conclusions . Possession of a valid
Department of Motor Vehicles Class C driver' s license. Ability to
perform light to moderate physical activity.
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