Water Department Administrative Assistant

GENERAL PURPOSE

Performs a variety of advanced secretarial and clerical duties designed to expedite the day‑to‑day processing, scheduling and reporting of administrative and managerial business conducted by the Water Department. This role will play a crucial role in maintaining accurate records, meter tracking, supporting the teams workflow, and ensuring excellent service to the community.

SUPERVISION RECEIVED

Works under the general supervision of the Public Utilities Director and Water Manager.

SUPERVISION EXERCISED

None.

• Administrative Support:
  Monitors and manages staff calendar and various work schedules; schedules construction inspections; schedules bi‑weekly safety training and meetings; processes paperwork and ensures proper compliance with practice, policy and procedure of the department; assists to organize various logistics related to equipment and project needs.
• Meter Management:
  Accurately input and manage data related to meter readings, meter sets, change‑out schedules for field staff; generates transfer sheets reports and state reports related to meter data, work orders and equipment maintenance; prepares and sends letters to customers with blocked or inaccessible meters, as well as for equipment tampering issues.
• Requisition s & Purchase Orders:
  Creates purchase requisitions using Springbrook software, secures proper signatures and approvals, and generates requests for purchase authorization according to established department policies and procedures; receives and distributes purchase orders; monitors purchases and verifies invoices upon receipt; submits invoices for payment by accounts payable staff; documents purchasing activity in Springbrook software; monitors purchase order balances, tracks cash and credit expenditures.
• Records Maintenance:
  Ensures timely and accurate documentation related to various departmental operations and processes; files financial records, requisitions, PO's, fire hydrant meters, departmental service orders and general work information.
• Work Order Processing:
  Receives and processes various contractor and customer telephone and email work order requests; prepares work order request forms; compiles work orders in Springbrook software and identifies work details related to water meters and related maintenance issues; generates and distributes work orders authorizing department action; assists to manage workload distribution to ensure operational efficiencies; receives, posts and files final disposition of work performed;
  
  generates periodic reports tracking work performed and service statistics.
• General Office:
  Monitors office supplies and replenishes inventory as needed.
• Perform related duties as assigned.

• Education and Experience:
• Graduation from a high school; plus one (1) year of specialized administrative or data management training obtained through professionally sponsored workshops, secretarial school, or business college.
• Four (4) years of work experience providing exposure to complex secretarial duties and responsibilities.
• An equivalent combination of education and experience.

• Working knowledge of public works terms and operations; specialized payroll software applications; standard office software, i.e., MS Word, Excel, etc.; modern office practices and procedures; secretarial procedures and methods related to filing and documenting;
  English composition, spelling, grammar, punctuation, etc.; interpersonal communication skills and telephone etiquette; standard office equipment operation.
• Skill in the operation of various office machines, i.e., computer, fax, radio, telephone, etc.
• Ability to multitask, prioritize, and work under pressure of deadlines and time constraints; operate standard office equipment efficiently; communicate effectively, verbally and in writing; make basic decisions where established procedures do not always apply; perform basic mathematical computations; develop effective working relationships with Supervisor, fellow employees, and the public; proficiency in data entry and data management software (Springbrook experience preferred); be reliable and detail‑oriented with a…