Administrative Assistant - Bay Area Water Authority

The Bay Area Water Authority is seeking a detail-oriented and organized Administrative Assistant to support daily office operations and provide exceptional customer service. This position performs a variety of administrative duties, including document preparation, recordkeeping, scheduling, and assisting staff and the public. The ideal candidate will possess strong communication skills, proficiency in office software, and the ability to manage multiple tasks in a fast-paced environment.

Join our team and play a vital role in supporting essential water services for our community.

The Administrative Assistant performs administrative duties to support the department’s overall mission and works directly with the WT Plant Superintendent and Assistant Superintendent. Key responsibilities include customer service, processing invoices/purchase orders for payment, file retention, file organization, file management, data entry, word processing, PowerPoint presentations, event coordination, tracking bid activities, financial report generation and submission, budget analysis, and managing day-to-day office affairs.

Other duties include billing, maintaining office inventory, preparing travel/education request, coordinating the new hire process, preparing contractual documents and letters, and performing special projects as assigned. The Administrative Assistant will also work closely with the WWT Superintendent and WWT Supervisors to process invoices and send them to Accounts Payable for payment. Decision making within the scope of responsibility is a critical function of this position.

• Creates and processes Purchase Orders and P-Card reports, receives and closes the Purchase Orders in the finance system, processes invoices and sends to Accounts Payable for payment.
• Responsible for BAWA’s billing process, billing inquiries, maintaining BAWA’s financial records, and preparing financial reports.
• Responds to requests from supervisors and employees for information and administrative assistance including but not limited to event registrations, preparing and submitting bid documents, travel authorizations, and expense forms.
• Responsible for day to day administrative support to include: weekly plant reports, annual operational reports, bid coordination, scheduling meetings, vendor correspondence, billing inquiries, creating and editing documents, scheduling interviews, maintaining employee personnel files, processing paperwork for new hires, promotions, and terminations, and other clerical duties.
• May complete special projects such as assisting with department and city events, updating webpage, assisting with State and Federal correspondence, and verifying report deadlines are met. Acts as a liaison between BAWA and other City Departments.
• Performs all other duties as assigned.

• High School Diploma or equivalent (GED).
• Valid driver’s license with an acceptable driving record (must obtain TX driver’s license within 90 days).
• Three years customer service or general office experience.
• Advanced computer processing skills in Microsoft Office.

• Prior municipal experience.
• Associates or Bachelor's Degree in a related field.
• Advanced level related certification or technical coursework.
• Bilingual in English/Spanish.

Ability to multi-task, establish priorities, work independently, and maintain organization standards. Work requires continual attention to detail in entering, composing, typing and proofing data and materials. Knowledge of clerical related operations, personal computers, related software, and accounting/billing processes. Must have high level of interpersonal skills to handle sensitive and confidential information with both internal and external customers. Position continually requires demonstrated poise, tact, and diplomacy.

Ability to get along appropriately with co-workers and the public.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.