Administrative Assistant II

Company Overview

Essential Utilities, Inc. delivers safe, clean, reliable water, wastewater, and natural gas services across 10 states, serving approximately 5.5 million people. Aqua operates as the water and wastewater services brand.

• Oversees all aspects of general office coordination.
• Assists management team with procure‑to‑pay processes in SAP: prepare requests for new vendors and send for approval, create requisitions and receivers, code non‑PO invoices, monitor and troubleshoot invoice payments across different profit centers.
• Assists managers with preparing and maintaining various schedules for O&M and capital budget support.
• Prepares letters, documents, spreadsheets; handles filing, mailings, incoming and outgoing mail and packages; records meeting minutes for miscellaneous clerical support.
• Coordinates and plans open houses, community events, employee events, meetings, etc.
• Coordinates and maintains office equipment contracts, cleaning contractor, security system, building maintenance, etc.
• Coordinates vehicle registrations with Essential Fleet Division.
• Maintains confidentiality in all aspects of customer and employee information.
• Interacts with employees, customers, vendors, and visitors.
• Assists with monthly inventory and annual physical count, including chemicals.
• Compiles data and prepares various monthly and quarterly operational reports (PUCO quarterly reports).
• Acts as a notary public for the office.
• Maintains notary public certification.
• Orders Aqua logo items and keeps inventory for community events.
• Processes invoices and responds to vendor inquiries related to Accounts Payable.
• Organizes receipts, codes charges, and creates transaction reports for all P‑Card holders.
• Conducts research, compiles data, and prepares papers for senior management as requested.
• Maintains accurate data for the Cross Connection Control Program (CCCP); handles field questions to/from third‑party administrators, processes test reports, provides guidance to customers, and coordinates compliance enforcement processes (surveys/install and annual testing requirement).
• Manages annual device testing compliance: contacts non‑compliant customers (prepares door tags, letters, makes phone calls), creates or requests service orders for TOFFs or field follow‑up, tracks completion, receives and processes test reports, and updates the database.
• Prepares target lists/service orders for initial field surveys (5‑year clean‑up effort); reviews information obtained during field survey and cleans up data; tracks compliance of backflow installations required/scheduled and coordinates TOFF for non‑compliance with field employees; receives and enters initial surveys for all new customer accounts (ongoing).
• Assists division management team with creating funding projects, work orders, substitutions, completion and retirement reports in Power Plan.
• Takes new service applications, collects capital investment fee, provides service standards and explains process; submits to Customer Operations for setup; works with Customer Operations to create and send postcards to target aged meter list; sends meters for bench testing and notifies customers of outcomes.
• Supports Field Services on the Banner system: looks up account info, notes accounts, creates/visits service orders, etc.
• Uses Service Link to view or assign service orders.
• Creates planned and unplanned disruption notices for Pipelines as a Disruption Creator.
• Assists and/or writes responses to Requests for Information, Requests for Quotation, and Requests for Proposals as needed for acquisitions.
• Assists in obtaining necessary paperwork from developers as directed by the State Engineer.
• Manages memberships, state president calendar, sponsor ships, and events.
• Manages and implements marketing materials for all meetings, open houses, and mailings.
• Develops, updates, and maintains a database of elected officials’ contact information to distribute approved email blasts or other social marketing approved by Aqua.
• Assists the State President in other administrative roles as needed, including leading the United Way Campaign/volunteer opportunities, sending holiday cards, planning and executing…