SUMMARY: The Water/Wastewater Utility Administrative Assistant provides administrative support to the Water/Wastewater Division of the Public Works Department. This position manages day-to-day administrative tasks and assists with various financial and operational processes.
- Regular Full-Time
- FLSA Status: Non Exempt
- Grade 35
- Salary Range: $56,276 - $75,972 DOE
Essential Duties And Responsibilities
Permitting and Programs
- Assist with issuing and processing Water/Wastewater permits
- Review permit applications for completeness and accuracy
- Schedule and track FOG (Fats, Oils, Grease) inspections and annual backflow assembly testing
- Schedule pump-outs for frac tanks and Bruin waste roll-offs
- Assist with data collection and asset management program maintenance
Administrative Support
- Manage invoicing for septage services and lab tests, including tracking of payments and following up on collections
- Collect and track in-person payments for septage dumping and water meters/backflow assemblies
- Process division invoices by coding general ledger (GL) accounts and entering data into Invoicing software
- Oversee the division's Visa payments, receipts, and monthly subscriptions to ensure uninterrupted services
- Assist with the preparation and expense tracking of the annual division budget
- Assist in procurement by ordering parts, supplies, and setting up new vendor accounts
- Manage the Norwood property and the on-call unit by scheduling contractors, cleaners, and repairs
- Maintain administrative organization of the office and compliance with record retention schedule
- Support the creation, formatting, editing and finalization of reports, presentations and technical documents
- Manage calendars and division training schedules
- Collaborate on public outreach campaigns with the Communications division
- Provide customer service, respond to frequently asked questions and route inquiries appropriately using standard narratives
- Other tasks and special projects as assigned
Safety
- Work safely to prevent accidents
- Monitor security cameras and ensure a presence for site security
MINIMUM QUALIFICATIONS (Education/Experience/Licenses/Certifications): High school diploma or equivalent required; Associate's degree preferred. Two (2) years of relevant experience in an administrative role required, preferably in a public works or utilities environment.
Knowledge, Skills & Abilities Required
- Knowledge of: Water/Wastewater permitting and invoicing processes preferred; financial and administrative systems; record retention and organizational policies.
- Skill in: organization; effective communication; time management; computer proficiency; attention to detail; problem solving; flexibility and adaptability; customer service; teamwork; record keeping; multi-tasking; phone etiquette; interpersonal relationships.
Environmental Factors: Work is performed primarily in a standard office environment at the Water/Wastewater facility subject to noxious odors and moderate noise level.
Physical Factors: While performing the duties of this job, the employee is often required to sit for extended periods of time; may occasionally be required to lift and/or move items weighing up to 20 pounds.
