1. I O P W S C E M P L O Y E E C H E A T S H E E T
OFFICE ADMINISTRATOR
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I’M KIND OF A BIG DEAL
E A R L Y M O R N I N G
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SETTING UP THE OFFICE
OPEN THE FRONT OFFICE
UNLOCK THE SAFE
TAKE OUT TAPE FROM THE BACKUP DRIVE IN
THE READING ROOM, PREPARE BUT DO NOT
PUSH IN THE NEXT SEQUENTIAL TAPE
TURN ON/LOG-IN NEEDED COMPUTERS,
PRINTERS, & OTHER DEVICES
CREATE & REVIEW THE WO ORDER REPORT:
MAKE A COPY FOR TERRY & KEEP ONE FOR
YOURSELF TO CHECK THROUGHOUT THE DAY
CHECK E-MAILS ON FRONT COMPUTER IN
CASE OF CUSTOMER CONTACT AND/OR AD-
DITIONAL PUPS SUBMITTED AFTER HOURS
UNLOCK THE FRONT DOOR & RETRIEVE
DROP BOX PAYMENTS AND NEWSPAPER
TAKE THE PHONES OFF ON-CALL AT 8:00 AM
CONSULT OPERATOR ON-CALL AND ISSUE
WO(S) FOR CALLS RECEIVED AFTER HOURS
THROUGH THE PRINTED FAX REPORT
MAKE SURE RADIO BATTERY IS CHARGED
RADIO TUNED TO IOP1: 1-IOP W&S 1
BEGIN PROCESSING PAYMENTS & FINISH
DEPOSIT AFTER POST OFFICE RUN, 9:30 AM
L A T E A F T E R N O O N
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CLOSING DOWN THE OFFICE
CLOSE THE OFFICE
MAKE SURE ALL ITEMS UNDER ‘OPEN TRANS-
ACTIONS’ ARE PRINTED AND PROCESSED
‘REDISTRIBUTE CREDITS’ UNDER PERIODIC
PRINT DAILY ‘PERIOD ACTIVITY/CLOSE OUT
REPORT’ FOR THE DAY
**PRINT FOR THE ENTIRE PERIOD AT THE
END OF EVERY MONTH
PRINT OUT PREVIEW OF ‘TRANSFER TO GL’ &
PRINT OUT ‘TRANSFER TO GL’ AFTER ‘APPLY’
PUT THE PHONES ON FOR ON-CALL SERVICES
 TURN OFF COMPUTERS, PRINTERS, AND
DEVICES BEFORE THE CLOSE OF DAY
LOCK THE FRONT DOOR
LOCK THE SAFE
PUSH IN THE BACKUP TAPE IN THE READING
MAINTENANCE ROOM
TURN OFF ALL LIGHTS & DEVICES
BE SURE TO SEE THE OPERATOR ON CALL
BEFORE YOU LEAVE SO THAT THEY KNOW
TO LOCK UP COMPLETELY ONCE YOU
LEAVE THE BUILDING
A L L D A Y
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SERVE & ASSIST
ASSIST CUSTOMERS VIA OFFICE PHONE,
E-MAILS AND AT THE OFFICE WINDOW
RELAY NECESSARY MESSAGES TO OFFICE
STAFF THROUGH E-MAIL AND VOICEMAIL
PUT IN WORK ORDERS REQUESTED BY
CUSTOMERS AND/OR LOCATES CALLED IN
THROUGH PUPS
FINALIZE AND CREATE NEW ACCOUNTS
CLOSE OUT & REPORT WORK ORDERS, IF
NEEDED, TO CUSTOMERS AND THEN FILE
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PROGRAMS TO HAVE OPEN AT ALL TIMES:
IN-HANCE & ICIS
GIS SYSTEM UNDER INTERNET EXPLORER
USE MY USERNAME IF YOU HAVE TO:
USERNAME: ehalley
PASSWORD: beautiful12
**SET LAYERS TO ‘WORK ORDERS’ & ‘OPEN’
MICROSOFT OUTLOOK
PUPS POSITIVE RESPONSE WEBSITE:
USERNAME: info@iopwsc.com
PASSWORD: WaterSewer
DAILY TASKS
F I R S T W E E K
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ANSWERING QUESTIONS & CORRESPONDENCE
ANSWER CUSTOMER CALLS AND QUES-
TIONS REGARDING BILL TOTAL AND PAY
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EVENTS THROUGHOUT THE YEAR:
EMPLOYEE BIRTHDAYS & OFFICE EVENTS
EDIT & PRINT QUARTERLY NEWSLETTER
FIRELINE BILLING
PREPARE IN JUNE
MASC DEBT SET OFF
PREPARE PRIOR TO NOVEMBER DEADLINE
LEVEL BILLING
PREPARE IN DECEMBER
S E C O N D W E E K
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COLLECTION & READING MAINTENANCE
COLLECTION OF PAST DUE CHARGES &
CALLING FOR NON-PAYMENT SHUT OFFS
SET UP READING MAINTENANCE
 INPUT NEW/REPLACED REGISTERS - REFER TO
REGISTER LEDGER IN BACK FOR IOP & WD
 IMPORT AND LOAD OPERATOR HANDHELDS
CALL CUSTOMERS FOR HIGH USAGE
MONTHLY COMMISSION MEETING
 HAVE AGENDA APPROVED BY GENERAL MGR
COMMISSION MEETING EVERY THIRD
WEDNESDAY OF THE MONTH - UNLESS
MANDATED OTHERWISE
 FAX AGENDA WEEK BEFORE MEETING TO
CITY HALL, POST & COURIER, AND ENGINEER
 SEND FINALIZED COMMISSION PACKET TO
COMMISSIONERS, COMMISSION PERSONNEL,
& ATTORNEY THE FRIDAY PRIOR TO MEETING
 POST APPROVED MEETING MINUTES TO
COMMISSION WEBSITE
 PREPARE MEETING MINUTES FOR GENERAL
MANAGER APPROVAL FOLLOWING FRIDAY
TO THE COMMISSION MEETING
T H I R D & F O U R T H W E E K
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SETTING UP FOR THE NEXT MONTH
ACCEPT PAYMENTS UNTIL PENALTY DUE
DATE, APPLY PENALTIES THERE AFTER
CLOSE READING BOOKS & APPLY CHARGES
MAKE ADJUSTMENTS AFTER REQUESTS
RECEIVED WITH PROOF OF HIGH USAGE -
REPORT ADJUSTMENTS TO PATRONS
THROUGH BILLING MESSAGE OR
THROUGH E-MAIL/TELEPHONE
SET UP BILL RUNS UNDER ‘PRINT BILLS/
NOTICES/LABELS’
 APPLY BILLING MESSAGE & TEST
 PRINT, HIGHLIGHT, PULL, AND CUT BILLS
 PREPARE CHECK FOR POST OFFICE AFTER
POST CARD BILL COUNT
 SEND BILLS WITH OPERATOR (USUALLY
CHRIS) TO TAKE TO THE POST OFFICE
WHEN DOING END OF DAY REPORTS,
CLOSE OUT FOR THE DAY & THE MONTH
GIVE ADJUSTMENT LEDGER TO LYNNE
TASKS THROUGHOUT THE MONTH
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