Stormwater Services - Administrative Assistant - Stormwater

Advanced Administrative Support

Under general direction, to provide advanced administrative support to the Stormwater Services Administrator and staff; to prepare and file routine and special reports; to enter data; and to keep records of activities that relate to the Stormwater Program and City's TPDES MS4 stormwater permit. Performs coordination of service requests and customer service activities.

This position exercises no supervision.

Important and essential duties include:

• Receive, resolve, and refer citizen inquiries and concerns. Responsible for monitoring the stormwater hotline.
• Enter, monitor, and coordinate data into Stormwater Asset Management module, City's work order system, stormwater billing module, and MS4 permit management software.
• Maintain a centralized perpetual filing system for the Division (both paper and electronic) and assist with other filing as necessary.
• Receive and distribute service requests and incoming Division mail.
• Prepare letters to customers, and draft internal and external correspondence.
• Maintain inventory orders and receive inventory material. Process invoices and check requests, purchase requisitions, and other pertinent financial paperwork.
• Maintain supplies inventory by monitoring stock to determine whether sufficient inventory levels; anticipate needed supplies; place and expedite orders for supplies, and verify receipt of supplies.
• Ensure operation of equipment by completing preventive maintenance requirements; responsible for coordinating repairs; maintaining equipment supply inventories.
• Operating a City vehicle in the course of business and/or other mobile equipment on behalf of the City, or is otherwise designated by the City.

Other job related duties include:

• Assemble, organize, and tabulate statistical data.
• Gather budget and permit report information.
• Fulfill administrative duties, when directed, for other administrative assistants throughout Public Works or City of Abilene Administration.
• Perform other job related duties and responsibilities as assigned.

Knowledge, skills, and abilities include:

• Knowledge of administrative office practices and procedures, including records management, customer service intake, correspondence preparation, data entry, filing systems, purchasing documentation, invoice processing, and coordination of service requests.
• Principles and practices of administrative office support, office organization, workflow coordination, recordkeeping, and document management.
• Basic purchasing, invoicing, inventory tracking, and financial recordkeeping procedures.
• Google and MS Office Suite, with proficiency in Word, Excel, PowerPoint, share drives, and related office technology.
• Skill to communicate clearly and concisely, both orally and in writing.
• Operate office equipment including a personal computer in the Windows operating system environment.
• Prepare accurate correspondence, reports, forms, records, and other administrative documents.
• Enter, review, organize, and maintain data with accuracy and attention to detail.
• Provide effective customer service to citizens, employees, vendors, and other internal and external contacts.
• Process purchase requisitions, invoices, check requests, inventory orders, and related financial documentation accurately and timely.
• Ability to develop and maintain accurate filing and recordkeeping systems.
• Perform responsible administrative office work with accuracy, speed, and minimal supervision.
• Learn, navigate, and accurately enter track, retrieve and maintain information in stormwater-related software systems, including asset management, work order, billing, and MS4 permit management applications.
• Respond professionally to citizen inquiries, complaints, and service requests. Determine the appropriate action or referral; and communicate follow-up information clearly and timely.
• Maintain organized and accurate records to support program operations, budget tracking, permit reporting, and regulatory documentation.
• Prioritize work, meet deadlines, and manage multiple administrative tasks, service requests, and reporting needs.
• Use sound judgment when handling confidential information, customer concerns, financial documents, and…