Admin Flashcards
List the steps involved in a staffing analysis
1) prepare a detailed list of all the tasks to be performed to operate and maintain the utility
2) Estimate number of staff hours per year required to perform each task. Include time for supervision and training
3) List current employees and assign tasks
4) May need to hire full/part operator based on analysis
What is a qualifications profile
Clearly and precisely identifies the required job qualifications
What is the purpose of a job interview
Gain additional info about applicant so most qualified can be hired
List of job related questions to each applicant
List 4 protected groups
Minorities
Women
Disabled Persons
Persons over 40
Union Members
What does the OUCH principle stand for
Objective, Uniform treatment, Consistent with policies, Have job readiness
When should a new employee’s safety training begin
On the 1st day of employment or as soon there after as possible
What is the purpose of a probationary period for new employees
3-6 months as long as 1 year
Management reserves the right to terminate employment of the person with or without cause
Both parties can assess the fit between job and person
What kind of compensation does an employee receive for worked performed
Includes
Pay; benefits; satisfaction; recognition; security
Why should utility managers provide training opportunities for employees
Safety training is particularly important for all operators and staff
Also operators can earn certificates/certification
Who is the appropriate person to conduct an employee’s performance eval
Employees immediate supervisor
What should be the attitude of a supervisor or manager when dealing with disciplinary problems
Stay calm, flexible, and open-minded when situation gets difficult
What are some common warning signs that an employee could become violent
Abusive language, threatening or confrontational behavior, and brandishing a weapon
What is harassment
Any behavior that is offensive, annoying, or humiliating to an individual and that interferes with a persons ability to do a job
List 3 types of behavior that could be considered sexual harassment
Unwanted sexual advances
Visual, verbal, or physical conduct of a sexual nature
What is the best way to prevent harassment
Set an example by your own behavior and to keep communication open between employees
What is the meaning of disability under the Americans with Disabilities Act
Prohibits employment discrimination based on a person’s mental or physical disabilities
Applies to employers who have more than 15 employees
Disability: a physical or mental impairment that substantially limits 1 or more major life activities of an individual
What is the role of a shop steward
Elected by the union employees and is their official representative to management and the local union
Steward must create an effective link between the utility manager or super and the employees
How does a union contract affect a supervisor’s authority
Does not change the super’s delegated authority or responsibility
What should be done before a meeting
*Prepare an agenda and distribute it to all participants
*Find an adequate meeting location
*Set a beginning and end time for the meeting
What kinda of communication skills are needed by a manager
Both written and oral communication skills to effectively organize and direct the operation of a treatment facility
What are the most common written documents that a utility manager must write
Reports
What should be included in the annual report
Should be a review of what and how the utility operates during the past year and it should also include the goals for the next year
With whom may a utility manager be asked to conduct meetings
Employees
Governing Boards
The public
Other field professionals
How do customers complaints help a utility
A valuable assets in determining consumer acceptance and pinpointing water quality problems
What is the 1st step in organizing a public relations campaign
Establish objectives
Have a clear idea of what you want to achieve
- better customer relations
-greater water conservation
-enhanced organizational credibility
How can employees be kept informed of the utility’s plan, practice, and goals
Newsletters, bulletin boards, and regular open communication between super and subordinates will help build understanding and contribute to a team spirit
Which new medium is more likely to give a story thorough in-depth coverage
Newspaper
What is the key to effective public speaking
Well prepared while remaining a personal, informed style
Have a definite beginning, middle, and end
What is a revenue bond
Used to fund utility improvements
Has NO limit on the amount of funds available and the user charged provide repayment on the bond
What item should be considered when forecasting expenditures
Financial stability for the utility
Careful budgeting
Providing capital improvement funds for future expansion
What does an operating ratio of 1.0 or more indicate about a utility
Operating ratio = measure of the total revenues divided by the total operating expenses
> 1.0 - utility that is in good financial shape
Most bonds and loans require at least 1.25
What does a manager need to know to budget effectively
Understand how the money has been spent over the last year, the needs of the utility, and how the needs should be prioritized
What is the purpose of an operation and maintenance program
To maintain design functionality (capacity) or to restore the system components to their original condition and thus functionality
What makes a geographic info system a powerful tool for a water treatment or distribution system operator
Creates the database of info, entities within a mapped area - streets, fire hydrants, line segments, storage facilities, wells
What are the 3 common types of maintenance
Corrective
Preventative
Predictive
List the major elements of a good preventative maintenance program
*planning and scheduling
*records management
*spare parts management
*cost and budget control
*emergency repair procedures
*training program
What are the 5 basic groups of components of a SCADA system
1) process instrumentation and control device in the field and acute equipment
2) input/output interface sends/receives data with process instead and control devices
3) CPU contains programming instructions for control system
4) communication interface
5) human machine interface
How do SCADA system help operation and maintenance personnel
Helps them prepare daily, weekly, and monthly maintenance schedules; monitor spare parts inv; order additional spare parts; print out work orders; and record completed work assignments
What do SCADA systems do with info that historically was recorded on paper strip-charts
Recorded and stored by computers info can be retrieved and reviewed easily computer systems are more efficient in providing operators with the info they need to make informed and timely decisions
What water quality indicators can be easily monitored by a SCADA system
Turbidity
pH
Temp
What is the greatest challenge for operators using SCADA systems
To realize that just because a computer says something, this does not mean that the computer is always correct
Why is an effective cross-connection control program so essential
Contamination from unprotected cross-connection between public water system and consumers premises
Wastewater, storm water, processed waters, untreated supplies from private wells, streams, ocean waters
Where does the water supplier’s responsibility for preventing contamination of the public water system begin, what does it include, and where does it end
Begins at source, includes distribution system, ends at the user’s connection
What are the responsibility of the local or state health agency in connection with cross-connection control
Issuing and enforcing laws, rules, regulations, and policies needed to control cross-connections
Must have a program that ensures maintenance of adequate cross-connection control program
What is the 1st step towards an effective contingency plan for emergencies
Each utility should make an assessment of its own vulnerability and then developed and implement a comprehensive plan of action
Why is too detailed on emergency operation plan not needed or even desirable
All types of emergencies cannot be anticipated and a complex response program can be more confusing than helpful
An emergency operation plan should include what specific information
*vulnerability assessment
*inventory organizational personnel
*provide for a recovery plan
*provide training for carrying out the plan
*coordinate with local agencies, health, fire; police, for carrying out the plan
*establish a communications procedure
*provide protection for personnel, plant equipment, records, and maps
What are some actions that should be taken to reduce the possibility of a terrorist attack
*visitors sign in/out
*visitors to a minimum
*discourage parking near critical buildings
*suspicious of packages that arrive
*hazardous chem. and how to defend from spills
*emergency numbers near phones/radios
*patrol facilities frequently
*chem driver must have ID and manifest
*inspect PPE
What are ways to guard against unplanned physical intrusion
*locks/alarms
*limit access to facilities/controls
*post guards, employee only signs
*increase lighting
*control access to computer/systems
*no keys left in vehicles
*use video surveillance
How do you make security w priority for employees
*background checks
*develop security program with written plans
*employees aware of established procedures
*aware of importance/seriousness
*note unaccompanied strangers
*vary timing of procedures to prevent patterns
*changes codes upon termination
*training and checklists for handling phone treats
How do you coordinate actions for effective emergency plans
*review existing plans
*employees have necessary training
*develop clear procedures etc…
*ensure key personnel have access to critical phone numbers
*develop close relations with local law enforcement
*report to county or state health officials any Illness that might be associated with water contaminants
*report crimes - law enforcement local FBI
Which products are discussed in the EPA’s security product guides
Physical security - walls, gates, manhole locks
Electronic/cyber security - firewalls , remote monitoring
Monitoring tool to ID anomalies in process streams or finished water
What are the local community demands on a utility manager
Want to protect their communities
*must also keep up with increasing stringent regulations and monitoring from regulatory agencies
What has created changes in the environmental workplace
The workforce
Minorities, women, and people with disabilities provide new opportunities of growth
What are the functions of a utility manager
Planning, organizing, staffing, directing, and controlling
In a small community, what does the community depend on the utility manager to do
Handle everything, person maybe the only one
What must be included in utility planning
*Building the resources and financial growth
*Including industrial development
*Be ready to provide the water that will be needed by the community
What is the purpose of an organizational plan
To show who reports to whom and to identify the lines of authority. Should show each person or job position In the organization with a direct line showing to whom each person reports i the organization
Why is it sometimes difficult or uncomfortable for supervisors or managers to delegate effectively
It requires giving op power & responsibility
What is an important and often overlooked part of delegation
The follow-up by the supervisor
