Administrative Assistant

City of Maypearl; Harlingen (TX); Hybrid; USD 30,000 - 46,000; Full time

Job summary

Harlingen Waterworks System seeks an Engineering Administrative Assistant to provide administrative, clerical, and operational support to the Engineering Department in Harlingen. The role handles reports, records, and departmental workflows while coordinating with staff, contractors, vendors, and the public at the Engineering Desk.

The ideal candidate will have strong organizational skills, attention to detail, and the ability to prioritize multiple tasks in a fast-paced public utility

Qualifications

• High School Diploma or GED required.
• Two years of administrative, clerical, data-entry, or related experience preferred.

Responsibilities

• Provide administrative and clerical support to the Engineering Department.
• Maintain accurate records and organize files, both physical and electronic.
• Prepare reports, spreadsheets, and correspondence as needed.
• Coordinate with staff, contractors, vendors, and the public at the Engineering Desk.
• Assist with project coordination and departmental workflows.

Job description

POSITION SUMMARY

The Engineering Administrative Assistant provides administrative, clerical, and operational support to the Engineering Department of Harlingen Waterworks System. This position performs a variety of administrative functions to support engineering operations, project coordination, recordkeeping, reporting, and departmental workflow. The position is responsible for preparing and compiling operational and engineering-related reports; maintaining accurate departmental records; organizing and managing physical and electronic files; processing task orders and departmental requests; and providing professional assistance to employees, contractors, visitors, and the public at the Engineering Desk. The Engineering Administrative Assistant works closely with Engineering staff, field personnel, contractors, vendors, and other HWWS departments to obtain, communicate, and maintain information necessary to support departmental operations. The position requires strong organizational skills, attention to detail, discretion in handling information, and the ability to effectively prioritize multiple assignments in a fast-paced public utility environment.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• General office practices, procedures, and administrative methods.
• Recordkeeping, filing, document management, and data-entry practices.
• Business correspondence, report preparation, and professional communication.
• Microsoft Office applications, including Word, Excel, Outlook, and related software.
• Basic principles of customer service and public interaction.
• Basic terminology and processes associated with public utilities, engineering, construction, water, and wastewater operations are preferred.

Ability to:

• Organize and prioritize multiple assignments and meet established deadlines.
• Maintain accurate records and perform detailed data entry.
• Prepare clear, accurate, and professional correspondence, reports, spreadsheets, and other documents.
• Communicate effectively, professionally, and courteously with employees, management, contractors, vendors, and the public.
• Exercise sound judgment and maintain confidentiality when handling sensitive or non-public information.
• Work independently while also functioning effectively as part of a departmental team.
• Interpret and follow written and verbal instructions.
• Identify discrepancies or missing information and take appropriate steps to obtain clarification or correction.
• Adapt to changing priorities and work effectively in a fast-paced environment.
• Handle frequent interruptions while maintaining accuracy and professionalism.
• Learn and apply HWWS policies, procedures, systems, and utility-related terminology.

Education:

• High School Diploma or GED equivalent required.

Experience:

• Minimum of two (2) years of administrative, clerical, office, data-entry, or related professional experience required.

LICENSES AND CERTIFICATIONS:

• Valid Texas Driver's License required.