Water Resources Program Assistant

Job Description

Under general supervision of the Chief Deputy Water Resources Commissioner, performs detailed research and examination of permit applications, easement affidavits, and other documents required for administration of the Michigan Drain Code (PA 40 of 1956) and the implementation and enforcement of the federal Soil Erosion and Sedimentation Control Act, Part 91 of P.A. 451, 1994 as amended. Reviews requests for drain inspections and maintenance. Provides accounting support required for maintenance of accurate financial records and correct processing of financial transactions.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides a variety of clerical and accounting support functions for the Water Resources Commissioner's Office.
• Receives and responds to telephone, e-mail, written and in-person requests for information and assistance, providing information or referring inquiries to appropriate members of the department.
• Receives requests for drain inspections and maintenance and/or complaints of flooding or soil erosion from property owners, and matches property locations with official parcel maps and drainage districts and prepares drain inspection forms for use by the Drain Inspector. Prepares bid tabulations of drain maintenance proposals submitted.
• Reviews soil erosion permit applications and accompanying documentation to ensure completeness and compliance with all substantive and procedural requirements, calculates the amount of applicable fees and maintains soil erosion database to ensure accurate records.
• Prepares soil erosion permits, permit expiration notices, permit extensions and a variety of other permitting documents.
• Researches drain ownership and operating jurisdiction to determine whether County exercises authority for specific drains.
• Maintains drain inspection database, including data with respect to disposition of maintenance and repair requests, contracts awarded, completion of work, and appropriate levying of drain assessments to cover invoice costs.
• Notifies affected property owners and municipalities of drain maintenance projects.
• Reviews requests for use of drain easements, submits requests and required engineering and other documents to Water Resources Commissioner for review and authorization, and prepares and transmits legal agreements to property owners with instructions for completing and follow thru to ensure agreements are properly recorded with the Clerk/Register of Deeds.
• Performs detailed research and examination of legal documents including pre-1956 drain easements for legal recording.
• Receives client payments for program fees, receipts payments, verifies credit card transactions, balances against daily cash reports and prepares deposits for the Treasurer's Office.
• Participates in the response to stormwater runoff emergencies, including collecting and compiling documentation required for applications for state and federal disaster declarations.
• Performs other duties as assigned.

Required Education, Training and Experience

High school diploma or GED, combined with some post-secondary training in business information systems, office management, business law, records management, GIS, accounting or closely related field and two years of progressively responsible secretarial and bookkeeping experience in an office position requiring extensive public/customer contact, or an equivalent combination of education and experience.

Additional Requirements and Information

Required Knowledge and Skills:

• Working knowledge of the substantive and procedural requirements, rules and regulations of the Michigan Drain Code and the Soil Erosion & Sedimentation Control Act.
• Good working knowledge of the principles and practices of fund accounting.
• Basic knowledge of applied hydrology, hydrogeology, and drain construction practices and principles.
• Computer literacy, including good working knowledge of word processing, spreadsheet and database management applications software and basic knowledge of GIS applications.
• Good working knowledge of legal property descriptions and parcel mapping principles and practices.
• Accurate mathematical skills.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Ability to interact positively and professionally with property owners, engineers, contractors, real estate developers, attorneys, local government employees, and members of the general public from a wide range of cultural and socio-economic backgrounds and with widely divergent communications skills.

Physical Requirements:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Working Conditions:

Work is performed in a normal office environment.

Job Description

Under general supervision of the Chief Deputy Water Resources Commissioner, performs detailed research and examination of permit applications, easement affidavits, and other documents required for administration of the Michigan Drain Code (PA 40 of 1956) and the implementation and enforcement of the federal Soil Erosion and Sedimentation Control Act, Part 91 of P.A. 451, 1994 as amended. Reviews requests for drain inspections and maintenance. Provides accounting support required for maintenance of accurate financial records and correct processing of financial transactions.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides a variety of clerical and accounting support functions for the Water Resources Commissioner's Office.
• Receives and responds to telephone, e-mail, written and in-person requests for information and assistance, providing information or referring inquiries to appropriate members of the department.
• Receives requests for drain inspections and maintenance and/or complaints of flooding or soil erosion from property owners, and matches property locations with official parcel maps and drainage districts and prepares drain inspection forms for use by the Drain Inspector. Prepares bid tabulations of drain maintenance proposals submitted.
• Reviews soil erosion permit applications and accompanying documentation to ensure completeness and compliance with all substantive and procedural requirements, calculates the amount of applicable fees and maintains soil erosion database to ensure accurate records.
• Prepares soil erosion permits, permit expiration notices, permit extensions and a variety of other permitting documents.
• Researches drain ownership and operating jurisdiction to determine whether County exercises authority for specific drains.
• Maintains drain inspection database, including data with respect to disposition of maintenance and repair requests, contracts awarded, completion of work, and appropriate levying of drain assessments to cover invoice costs.
• Notifies affected property owners and municipalities of drain maintenance projects.
• Reviews requests for use of drain easements, submits requests and required engineering and other documents to Water Resources Commissioner for review and authorization, and prepares and transmits legal agreements to property owners with instructions for completing and follow thru to ensure agreements are properly recorded with the Clerk/Register of Deeds.
• Performs detailed research and examination of legal documents including pre-1956 drain easements for legal recording.
• Receives client payments for program fees, receipts payments, verifies credit card transactions, balances against daily cash reports and prepares deposits for the Treasurer's Office.
• Participates in the response to stormwater runoff emergencies, including collecting and compiling documentation required for applications for state and federal disaster declarations.
• Performs other duties as assigned.

Required Education, Training and Experience

High school diploma or GED, combined with some post-secondary training in business information systems, office management, business law, records management, GIS, accounting or closely related field and two years of progressively responsible secretarial and bookkeeping experience in an office position requiring extensive public/customer contact, or an equivalent combination of education and experience.

Additional Requirements and Information

Required Knowledge and Skills:

• Working knowledge of the substantive and procedural requirements, rules and regulations of the Michigan Drain Code and the Soil Erosion & Sedimentation Control Act.
• Good working knowledge of the principles and practices of fund accounting.
• Basic knowledge of applied hydrology, hydrogeology, and drain construction practices and principles.
• Computer literacy, including good working knowledge of word processing, spreadsheet and database management applications software and basic knowledge of GIS applications.
• Good working knowledge of legal property descriptions and parcel mapping principles and practices.
• Accurate mathematical skills.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Ability to interact positively and professionally with property owners, engineers, contractors, real estate developers, attorneys, local government employees, and members of the general public from a wide range of cultural and socio-economic backgrounds and with widely divergent communications skills.

Physical Requirements:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Working Conditions:

Work is performed in a normal office environment.

This position is benefited and is subject to the Group T manual.

Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information.

The current Group T manual can be viewed here. The Ottawa County Universal Wage Scale can be found here.

**Part-time benefitted positions will receive prorated benefits.