Administrative Coordinator, Wastewater Operations

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SUMMARY: Under limited supervision provides analysis and coordination support for the ongoing logistical functions of the Wastewater Operations Department. Coordinates routine and non‑routine projects with employees, other departments and external sources including governmental agencies, customers, contractors, consulting engineers and vendors. Utilizes a CMMS database to identify attributes for performance tracking of resources and provides input to the efficiency of the group.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties include but are not limited to:

• Creates forms and dashboards for data entry used by Wastewater Operations staff. Reviews the database information to determine relevant factors to the group. Identifies trends in the data and tracks changes over time.
• Makes recommendations related to the workflow process of the wastewater operations group to increase efficiency of data collection, work assignments, work tasks and cost of work.
• Evaluates each process to determine the amount of time and money associated with each task. Using this information set benchmarks for groups to meet in regards to budget and work completed.
• Monitors the expenses as they relate to the projected budget and investigates budget line items over budget. Provides a quarterly report of budget variances and explanation related to them.
• Using information established with the work order database, projects upcoming preventative maintenance or routine work orders and identifies the allocation of resources needed in future years to perform those tasks.
• Coordinates the completion of:
  1) Ground Monitoring Reports (GMRs) and Discharge Monitoring Reports (DMRs) for manager review and approval in compliance with regulatory requirements
  2) Monthly, Quarterly and Annual South Carolina Department of Environmental Services (SCDES) reports,
  3) Partnership Reports, SCDES Awards and other similar reports as required.
• Coordinates special projects as requested, completes research projects to consolidate and analyze current and historical information from various sources. Coordinates the production of presentations for various functions as needed.
• Oversees the implementation of quality of data, filing systems and databases utilized for administration of the Pretreatment Program.
• Generates various reports from CMMS including aged work orders, labor hour utilization etc.
• Maintains the following files: reports, reference materials, historical information, project information, water production information, wastewater data, collection system, and distribution system records.
• Completes routine reports such as Monthly Operations Summaries, graphs, award applications and performance metrics. Assists with analysis for work hours, chemical costs, budgeting and power management. Coordinates information collection for non‑routine projects like completing NPDES permit modification applications, process problem resolution, process cost analysis, and other miscellaneous special projects.
• Provides support for BJWSA’s Pretreatment Program in cooperation with the pretreatment staff and Wastewater Operations Manager.
• Establishes the processes to receive, code, and distribute invoices throughout Wastewater Operations. Processes will ensure invoices from vendors meet BJWSA standards and are processed in a timely manner.
• Performs other duties as required. May assist other operational departments as assigned.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or

EXPERIENCE:

Associate’s Degree or two years of college coursework in engineering, business, information systems, operations management or related field preferred. Minimum of three years of experience in an…