Administrative Assistant

Job Description

Job Description

U.S. Water Services Corporation is a well-established and diverse water and wastewater utility organization specializing in utility maintenance, operations, engineering, and construction services. Headquartered in New Port Richey, Florida, U.S. Water is a fast-paced, rapidly growing company with more than 950 employees across 20 states. We are committed to delivering exceptional service while fostering a collaborative and professional work environment.Position SummaryThe Administrative Assistant provides comprehensive administrative and clerical support with a strong emphasis on billing and financial coordination. This role is responsible for supporting invoice preparation, tracking, and reconciliation processes while ensuring accurate recordkeeping and timely submission of billing documentation. The ideal candidate is highly organized, detail-oriented, and experienced in billing, accounts receivable, and administrative operations within a fast-paced environment.Qualifications High school diploma or equivalent required; associate degree in Business Administration, Accounting, or related field preferredMinimum of two (2) years of administrative experience with direct billing or invoicing responsibilitiesHands -on experience with billing, invoicing, and accounts receivable requiredExperience supporting accounts payable processes preferredStrong understanding of invoice lifecycle, documentation requirements, and discrepancy resolutionProficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with strong Excel skills preferredStrong data entry skills with a high level of accuracyExcellent written and verbal communication skillsStrong organizational, time management, and multitasking abilitiesAbility to work independently while collaborating effectively with a teamHigh level of professionalism, discretion, and attention to detail Essential Duties and Responsibilities Prepare, review, and process invoices to ensure accuracy, completeness, and compliance with contract or client requirementsTrack invoice status from creation through submission and payment, following up on outstanding or past-due invoicesCoordinate with Accounts Receivable to support collections efforts and resolve payment discrepanciesAssist with Accounts Payable functions, including invoice verification and coding support as neededMaintain detailed billing records, job documentation, and supporting backup for invoicing purposesReview job documentation and ensure all required details are included prior to invoice submissionIdentify and resolve billing discrepancies, missing documentation, or approval issuesSupport monthly billing cycles, reporting, and reconciliation processesCommunicate with internal teams and clients regarding billing questions, status updates, and documentation needsPerform accurate data entry and maintain billing and administrative databasesProvide general administrative support, including filing, document preparation, and correspondenceManage calendars, schedule meetings, and coordinate departmental activitiesAnswer and direct incoming calls and provide professional customer serviceAssist with special projects and reporting related to billing and administrative functionsMaintain confidentiality of financial and company informationPerform other duties as assignedKnowledge, Skills, and AbilitiesStrong knowledge of billing, invoicing, and accounts receivable processesHigh attention to detail and accuracy in financial documentationAbility to analyze and resolve billing discrepancies efficientlyStrong customer service and communication skillsAbility to manage multiple priorities and meet deadlines in a fast-paced environmentProficiency in Microsoft Office applications, particularly ExcelAbility to maintain organized and audit-ready recordsCompensation and BenefitsCompensation is commensurate with experience and market conditions.U.S. Water Services Corporation offers a comprehensive benefits package, including:Medical, dental, and vision insuranceLife insuranceShort-term and long-term disability insurancePaid Time Off (PTO)Paid holidays401(k) retirement plan with company matchEqual Opportunity EmployerU.S. Water Services Corporation is committed to attracting, developing, and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer and make employment decisions without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.