POSITION TITLE: OFFICE ADMINISTRATOR
POSITION ID NUMBER: 5004
DEPARTMENT: ACCOUNTING & FINANCE
REPORTS TO: BILLING SYSTEM SUPERVISOR
BASE PAY RANGE : $22.10 PER HOUR / $45,968.00 ANNUAL
FLSA STATUS: NON-EXEMPT HOURLY
KEY WORDS: OFFICE, ADMINISTRATOR, OFFICE MANAGER, CUSTOMER SERVICE, BILLING, TELEPHONE, FACILITATOR, PROBLEM RESOLUTION
JOB SUMMARY: Manages and oversees the daily operations of a District customer service center – either the Crestview, Fort Walton Beach, or Valparaiso customer service office. Assures quality customer service is provided to customers through a full range of activities. Oversees that all procedures are efficient and in compliance with District policies and directives.
All Okaloosa Gas District employees are held to the District’s Gold Standard for Customer Service.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Provides service to Okaloosa Gas District customers; receives and processes payments, opens and closes accounts, addresses and/or corrects account or service problems, requests work orders, assists with merchandise sales and provides any other service offered by the District.
- Resolves customer problems and/or addresses questions. Serves as escalation point regarding customer account concerns or problems in the assigned geographic area. Actively communicates with the Office Administrators of the other various District offices as well as the Office Administrator Lead.
- Facilitates the Non-payment Disconnect process for the office’s relevant geographic area.
- Prepares daily night drop; balances and maintains a cash drawer.
- Performs various administrative functions such as: updating billing files, initiating or completing work orders, updating customer records, processing returned mail, verifying tax and rate information, etc.
- Makes outbound calls to warn customers at risk of being disconnected or sent to collections, or to inform customers about returned mail or payment problems.
- Facilitates the completion of all regular daily/monthly/weekly/yearly office tasks.
- Directs customers, visitors, or vendors who visit the office to the appropriate area or person; notifies employees when visitors arrive.
- Maintains an office petty cash fund for various District expenditures.
- Ensures the cleanliness and appearance of the office, including the lobby and kitchen. Requests facilities and grounds maintenance as needed.
- Oversees the upkeep and maintenance of the office facility assigned.
- Other miscellaneous job-related tasks as assigned.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. The principal duties and responsibilities enumerated are all essential job functions.
EXPERIENCE AND EDUCATION:
High School plus three to five years of relevant experience - or
Two years of college (Associates Degree) plus two or more years of relevant experience.
ESSENTIAL COMPETENCIES:
- Demonstrated sound business ethics. Must use good judgment and discretion at all times. Must prioritize the safe handling of the personal and confidential information of our customers.
- Excellent planning, prioritization and organizational skills. Proven analytical skills with the ability to coordinate multi-disciplined work while ensuring efficient follow-through and completion.
- Ability to think critically to identify and resolve problems in a timely manner and process information accurately.
- Ability and willingness to work independently or with others and with little supervision.
- Effective customer relationship building and customer service skills. Ability to deal with diverse people with tact, courtesy, and professionalism.
- Demonstrated outstanding ability to communicate effectively and appropriately over the phone and in person, with internal as well as external customers.
- Ability to address problems or complaints with patience and understanding while remaining firm and factual as the interaction dictates.
- Ability to quickly learn and navigate new software and applications.
- Exhibit a desire for continuous learning and improvement with a willingness to propose new ideas and offer suggestions.
- Must display excellent time management skills.
TECHNICAL SKILLS DESIRED:
- Expertise to manage daily administrative operations of an office, including: establishing work priorities, balancing cash drawer, greeting customers, and working to resolve problems related to the day-to-day operations of the unit.
- Proficiency in the use of the District’s Customer Information System, Utility Billing, Accounts Receivable, and other applicable software applications as required by the position.
- Demonstrated ability to use basic math skills quickly and accurately and to read, sort, check, count, and verify numbers.
- Ability to identify, analyze, research, and solve problems of a complicated nature.
- Ability to enter information accurately and efficiently into a database.
- Must possess strong recordkeeping skills.
- Demonstrated effective use of other software as required by the position including Microsoft applications.
- Ability to execute the processes and procedures related to secure handling of cash and appropriate office security.
- Demonstrated ability to compose professional written correspondence using excellent grammar and business etiquette.
- Demonstrated use of basic formulas in Microsoft Excel (such as SUM, AVERAGE, etc.), as well as basic formatting.
OTHER FACTORS:
- May be required to work at any of the District’s offices as needed.
- Attire must be appropriate for an office environment.
- May be required to work overtime with little notice.
- Physical Effort: Requires sitting for long periods of time, viewing and working on a computer for long periods of time, standing for long periods of time, walking, bending, and light lifting.
- DRUG TESTING FOR ILLEGAL DRUGS: Employees in this classification will be tested for illegal drugs in accordance with the District's Drug Free Workplace Policy.
BENEFITS:
Okaloosa Gas Districts offers a competitive benefits package, including:
BCBS Medical 100% employer paid for employee, 92% employer paid for family,
BCBS Dental 100% employer paid for employee or family,
BCBS Vision,
Healthcare Flexible Spending Accounts (FSA),
Dependent Care Flexible Spending Accounts (FSA),
Life insurance 100% employer paid,
Short Term Disability 100% employer paid,
Long Term Disability 100% employer paid,
Accidental Death and Dismemberment 100% employer paid,
AFLAC supplemental insurance,
Air Ambulance insurance,
Pet insurance,
Vacation Leave (80 hours per year) accrual based for the first 5 years, increases thereafter,
Sick Leave (80 hours per year) accrual based
11 Paid Holidays, includes 2 days for Thanksgiving and 2 days for Christmas
401(a) 8% Employer Defined Contribution Retirement, (employer paid, does not require employee contributions)
457(b) Employee Deferred Compensation Retirement Plan
Gym reimbursement/incentive up to $50 per month
Health Fair 100% employer paid
Wellness Program w/ incentives
Safety shoe reimbursement up to $150 per year
Uniforms 100% employer paid
Employer Assistance (Counseling) Program
Employee Events - Spring Crawfish Boil, Summer Picnic, Thanksgiving Lunch, Annual Banquet/Holiday Party
and up to $3,500 annual education reimbursement
If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact 850-729-4700 or careers@okaloosagas.com for assistance.