Administrative Assistant

Position Summary – Part time (20-30 hours per week)

The Administrative Assistant provides essential administrative and customer support services to ensure the efficient operation of the water and wastewater utility. This position serves as a key point of contact for customers, vendors, contractors, and staff while supporting daily office functions, maintaining records, and assisting with regulatory and operational documentation. The ideal candidate is highly organized, detail-oriented, and committed to providing excellent customer service.

Key Responsibilities

· Provide administrative support to management and utility staff.

· Answer and direct incoming phone calls, emails, and customer inquiries in a professional and timely manner.

· Assist customers with service requests, billing inquiries, account updates, and general information regarding water and wastewater services.

· Prepare, proofread, and distribute correspondence, reports, meeting materials, and other documents.

· Maintain electronic and physical filing systems, ensuring records are accurate and easily accessible.

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· Process invoices, purchase orders, and other administrative documentation.

· Assist with tracking and maintaining utility records, permits, compliance documents, and operational reports.

· Support preparation of regulatory filings and documentation as directed.

· Coordinate communication with vendors, contractors, regulatory agencies, and customers.

· Order and maintain office supplies and equipment.

· Assist with special projects, data entry, and reporting requirements.

· Maintain confidentiality of sensitive customer, employee, and business information.

· Perform other administrative duties as assigned.

Qualifications

Required

· High school diploma or equivalent.

· Minimum of two years of administrative, office support, customer service, or related experience.

· Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

· Strong written and verbal communication skills.

· Excellent organizational, recordkeeping, and multitasking abilities.

· Ability to work independently and manage multiple priorities in a fast-paced environment.

Preferred

· Associate degree in Business Administration or a related field.

· Experience working in a utility, municipal, public works, engineering, environmental, or infrastructure-related organization.

· Experience with customer billing systems, accounting software, or utility management software.

· Familiarity with regulatory compliance documentation and records management.

Knowledge, Skills, and Abilities

· Strong customer service and interpersonal skills.

· Ability to maintain accurate records and documentation.

· Attention to detail and commitment to data accuracy.

· Ability to handle confidential information with discretion.

· Effective problem-solving and organizational skills.

· Ability to communicate professionally with customers, regulatory agencies, contractors, and staff.

· Proficiency in office technology and administrative systems.

Work Environment

This position is hybrid - office-based/home based and involves regular interaction with customers, utility personnel, contractors, and regulatory agencies. The role requires extended periods of computer use, sitting, and occasional lifting of office materials and supplies.

Benefits

· Competitive salary

· Paid time off and holidays

· Professional development and training opportunities

The Water and Wastewater Utility is an equal opportunity employer committed to providing reliable service to the community while fostering a safe, professional, and inclusive workplace.

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