Utilities Administrative Coordinator

POSITION SUMMARY

The Utilities Admin Coordinator performs a wide variety of administrative and clerical duties to support all divisions of the Utilities Department. This position is responsible for managing and coordinating the administrative tasks related to utility services, ensuring efficient operations, and providing support for utility-related projects and initiatives. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment while ensuring timely and effective communication.

Reports to: Utilities Business Solutions Manager

Direct Reports: N/A

The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary.

The following functions are typical for this classification. Incumbents may not perform all the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Assists Deputy Directors and Managers with routine scheduling, internal and external appointments, meetings, and special projects.
• Performs data entry, editing, and formatting of Standard Operating Procedures (SOP). Manages Division/Department SOP program files, ensuring proper reviews and approvals/signatures.
• Keeps physical and electronic files organized, ensuring that documents are filed correctly and easily accessible.
• Purchases and maintains office and departmental supplies and uniforms.
• Generates and maintains electronic information in databases and spreadsheets, retrieves data, and prepares reports.
• Liaise between departments/divisions, staff, and external contacts, ensuring effective communication within the organization.
• Organizes and coordinates office events, meetings, conferences, and training sessions.
• Processes invoices for timely payment and reconciles monthly purchase card transactions.
• Records and transcribes meeting minutes as assigned.
• Performs various clerical duties, including typing, filing, copying, scanning, faxing, mail distribution, and assisting office staff as needed.
• Creates service requests for all actionable calls for Operations and Distributions and Collections. Answers telephones, provides information, refers inquiries, and takes messages.
• Reviews completed work orders and data entries to ensure timely and accurate management of service requests, work orders, and storeroom data. Prepares weekly, monthly, quarterly, semi-annual, and annual reports.
• Coordinates maintenance and repair of vehicles, equipment, and tools with the Fleet Division and external vendors.
• Prepares and formats documents, presentations, reports, and other correspondence.
• Performs extensive data entry using various software applications to track and monitor budgets, work activities, training, employee records, and other business processes.
• Prepares billing statements for various departments or entities as needed and collaborates with the finance department on municipal billing.
• Maintains records and informs Utilities operations staff of training, educational opportunities, license renewals, and credential expirations.
• Provides general administrative support to the department divisions as needed.

• High School Education or GED required.
• Proven work experience as an Administrative Coordinator, Administrator, or similar role
• Hands-on experience with MS Office Suite (particularly MS Word and MS Excel)
• Familiarity with office equipment, like printers and fax machines
• Basic math skills
• Solid time-management abilities with the ability to prioritize tasks
• Excellent verbal and written communication skills
• Strong analytical skills
• Demonstrated organizational and administrative skills
• Excellent oral and written communication skills
• Ability to develop and maintain effective working relationships and work well in a team environment
• Ability to exercise initiative, judgment, and decision making in solving problems and meeting organizational objectives
• Ability to effectively use the Microsoft Office Suite (Outlook, Word,…