Administrative Assistant I - Utility Services

Administrative, Financial, and Operational Support

Provides administrative, financial, and operational support to the Utility Services Division, including invoicing, purchasing, payroll support, regulatory documentation, and customer service coordination. The position works independently to ensure accurate processing, regulatory compliance, and efficient daily operations.

Examples Of Duties

Provides administrative and clerical support to the Utility Services Division, including correspondence, document preparation, record retention, inventory management, and office supply coordination.

Processes invoices, purchase requisitions, purchase orders, check requests, and procurement card transactions for Utility Services operations.

Assists with budget development and financial tracking by compiling historical expenditure data, maintaining spreadsheets, and identifying spending trends for management review.

Reviews and verifies employee timesheets for accuracy, maintains payroll documentation, and provides authorized secondary review of time records.

Prepares, maintains, and organizes required regulatory documentation and data entries, including TCEQ compliance records, Texas Water Development Board (TWDB) reports, and FMCSA Training Provider Registry (TPR) CDL training entries, to ensure regulatory compliance and audit readiness.

Serves as a primary point of contact for incoming Utility Services calls; creates service tickets, dispatches field personnel, routes requests appropriately, and assists in de-escalating customer concerns when possible.

Utilizes Tyler systems, Microsoft Excel, Time Clock systems, and Microsoft Office applications to support financial processing, payroll review, reporting, and departmental operations.

Adheres to the personnel, safety, and department policies and procedures.

Assists other coworkers as needed.

Performs other duties as assigned.

Minimum Qualifications

Minimum Qualifications

High School Diploma or GED required.

Minimum of two years of general office experience required.

Physical Abilities

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.*

Must be able to type, see, read, talk, hear, and write to perform essential duties.

Must be able to lift boxed documents up to 52 pounds with a dolly.

* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Desired Qualifications

Desired Qualifications

Prior experience in utility services, public works, or a related operational environment preferred.

Knowledge/ Skills / Abilities

Knowledge of office practices and procedures, including records management and administrative workflows.

Knowledge of budget tracking, payroll support, and financial documentation processes.

Skilled in communication, both oral and written, including spelling, grammar, punctuation, and sentence structure.

Skilled in typing, data entry, and computer operations with speed and accuracy.

Skilled in using office software including Microsoft Office.

Skilled in preparing and reviewing documents, agendas, minutes, and correspondence.

Ability to understand and carry out oral and written directives, prioritize multiple tasks, maintain professionalism under pressure, and meet deadlines effectively.

Ability to maintain confidentiality of sensitive information and work cooperatively with coworkers, supervisors, vendors, and citizens.

Benefits

Regular full-time employees are eligible for a range of benefits designed to support your well-being and work-life balance. Below is an overview of what we offer:

Health & Wellness

Medical Insurance: Comprehensive coverage that includes doctor visits, prescriptions, specialist care, and hospital services. We offer two health plan options to suit your needs.

Dental Insurance: Coverage for routine check-ups, cleanings and other dental procedures.

Vision Insurance: Coverage for eye exams, glasses and contact lenses.

Wellness Program: Free access to the Town's Community Activity Center, participation in wellness challenges, and health resources to help you maintain a healthy lifestyle.

Retirement & Financial Benefits

Texas Municipal Retirement System (TMRS): Upon retirement the Town matches retirement contributions 2:1 to help you save for retirement.

457- Pre and Post Tax Deferred Compensation: Voluntary contributions to help you save for retirement.

Disability Insurance: Long-term and optional short-term disability coverage in the case of illness or injury.

Paid Time Off:

Vacation: Paid vacation days each year to help you relax and recharge.

Sick: Paid sick days each year for illness or medical appointments.

Holidays: Paid time off for Town recognized holidays, such as New Year's Day, Christmas Eve & Christmas Day, and others.

Work Life Balance:

Employee Assistance Program (EAP): Access to mental health support, financial planning resources and other services for you and your dependents.

Various positions with the Town may have the opportunity for alternative work schedules.

For details, please contact the Human Resources Department at View phone number on click.appcast.io or View email address on click.appcast.io.