Administrative Assistant - Engineering & Utilities

City of Wildwood; Town of Florida (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Wildwood seeks an Administrative Assistant to provide high-level administrative and coordination support for municipal engineering and utility operations. The role requires independent judgment and advanced knowledge of municipal processes, managing complex workflows for water, wastewater, and infrastructure projects.

You will liaise with engineers, inspectors, contractors, and other city departments while handling permits, plans, and compliance records.

Qualifications

• Advanced administrative support experience
• Experience with permits, plans, and compliance records
• Ability to coordinate with engineers, inspectors, contractors
• Strong organizational and time-management skills
• Knowledge of municipal processes and public records requirements

Responsibilities

• Provides advanced administrative support to Utilities Engineer(s), including scheduling, correspondence, document preparation, and records management
• Prepares, files, and tracks engineering-related documentation such as permits, plans, utility clearances, certifications, and compliance records
• Assists with preparation of project documentation in coordination with engineering staff and other city departments
• Maintains project files, electronic and hard copy, ensuring accuracy and compliance with records requirements
• Handles correspondence, maps, presentations, brochures, phones, and responses to contractors, developers and the public
• Tracks regulatory submittals and approvals (e.g., permits, clearances, constructions authorizations)
• Coordinates with regulatory agencies, contractors, consultants, inspectors regarding documentation and compliance
• Maintains database of project records, correspondence and test results
• Supports multiple engineering and utility projects, prioritizing deadlines
• Acts as liaison between Utilities Engineering, inspectors, Development Services and admin staff
• Assists with meeting prep, agendas, minutes and follow-ups for projects
• Develops and improves office procedures for engineering and utilities administration
• Handles sensitive information with discretion and professionalism
• All other duties as assigned

Skills

Administrative support

Scheduling

Records management

Communication

Regulatory coordination

Database management

Microsoft Office

Education

Associate's degree or coursework in business administration/public administration/engineering technology

High School Diploma or GED

Tools

Microsoft Office

Job description

Under general direction of the Utilities Engineer, the Administrative Assistant provides highly responsible administrative, technical, and coordination support for municipal engineering and utility operations. This position requires independent judgment, advanced knowledge of municipal processes, and the ability to manage complex workflows related to water, wastewater, and infrastructure projects. The Administrative Assistant serves as a key liaison between engineering staff, in inspectors, contractors, and other city departments.

• Provides advanced administrative support to Utilities Engineer(s), including scheduling, correspondence, document preparation, and records management
• Prepares, files, and tracks engineering-related documentation such as permits, plans, utility clearances, certifications, and compliance records
• Assists with preparation of project documentation in coordination with engineering staff and other city departments
• Maintains project files, both electronic and hard copy, ensuring accuracy and compliance with departmental and public records requirements
• Performs a variety of office-related functions, including preparing correspondence, maps, presentation materials, brochures, answering phones and responding to contractors, developers and general public
• Tracks and assists with regulatory submittals and approvals (e.g., FDEP permits, clearances, construction authorizations)
• Coordinates with regulatory agencies, contractors, consultants, and inspectors regarding documentation and compliance requirements
• Maintains database of all city project records, correspondence and test results
• Supports multiple engineering and utility projects simultaneously, prioritizing deadlines and ensuring follow-through
• Acts as a liaison between Utilities Engineering, utility inspectors, Development Services Department, and appropriate administrative staff
• Assists with meeting preparation, agendas, minutes, and follow-up items related to engineering and utilities projects
• Assists in developing and improving office procedures related to engineering and utilities administrationHandles sensitive and confidential information with discretion and professionalism
• All other duties as assigned

• Associate's Degree or coursework in business administration, public administration, engineering technology, or related field preferred
• High School Diploma or GED equivalent required
• Five (5) or more years of progressively responsible administrative experience, preferably in engineering, utilities, public works, or a municipal environment
• Equivalent combination of education, training, and experience may be considered
• Experience working with municipal engineering projects, utility systems, or regulatory compliance preferred
• Advanced spreadsheet and document tracking experience preferred
• Knowledge of administrative practices in a municipal or public utilities environment
• Working knowledge of water, wastewater, stormwater, or civil engineering processes and terminology
• Strong organizational and time-management skills with the ability to manage multiple complex tasks
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with document management systems preferred
• Ability to communicate effectively, both orally and in writing, with technical and non-technical stakeholders
• Ability to work independently, exercise sound judgment, and solve problems proactively