Water/Wastewater Utility Administrative Assistant

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.