Administrative Assistant - Utilities

Juneau (CBJ) — Engineering & Public Works; Juneau (AK); On-site; USD 42,000 - 62,000; Full time

Job summary

Juneau (CBJ) — Engineering & Public Works is seeking an Administrative Assistant to support the Utilities Division, handling clerical tasks and contributing to budgeting, contracts, recruitment, and training.

You will organize files, manage travel details, and assist with public inquiries while ensuring compliance with CBJ policies. A part of a collaborative team, you’ll help sustain essential city services and water resources management.

Qualifications

• High School graduation or the equivalent.
• Six (6) months of clerical experience.
• Post-secondary or vocational training may substitute for the required experience: 3 semester or 4 quarter hours = 1 month; 150 hours = 1 month.

Responsibilities

• Prepare operational budget summaries and handle amendments; conduct budget analyses for the Utilities division.
• Draft contracts, agreements, and legal documents; adhere to CBJ personnel rules and MEBA contracts.
• Maintain position descriptions and class specifications; oversee recruitment processes and participate in hiring, training plans, and evaluations.
• Manage electronic and paper file systems for the Utilities division; coordinate travel details and reconcile travel expenses.
• Answer and route calls for the Wastewater Utility Division; assist the public, agencies, contractors, and vendors.

Skills

Customer service

Interpersonal communication

Problem solving

Empathy

Attention to detail

Time management

Teamwork

Education

High School diploma or equivalent

Job description

The Engineering & Public Works Department is currently seeking an Administrative Assistant to join our Utilities team. In this key role, you will be an essential contributor, providing crucial administrative support to our Utilities Division. The Utilities Division is committed to various aspects, including water supply management, water quality assurance, infrastructure maintenance, wastewater collection, wastewater treatment, and public education and outreach.

Join us in this dynamic position where your contributions will be instrumental in the success of our Utilities team, fostering a collaborative environment dedicated to the responsible management of water resources and the overall well-being of the community.

WHO WE ARE LOOKING FOR

The right fit for this position will possess most or all of the following qualities:

Ability to work independently as well as in a team environment.

Skilled in customer service, adept at interpersonal communication, problem-solving, and demonstrating empathy.

Excellent attention to detail.

Ability to organize time and prioritize assignments appropriately with frequent interruptions.

Someone willing to work as a part of a team, with a goal of sustainability.

THE BENEFITS OF JOINING OUR TEAM

Working at the Utility means supporting some of the dirtiest jobs in the city, while performing an essential service for your community and working in a constantly changing team environment. The Utility prioritizes a safe and healthy workspace and is invested in training its employees to keep them engaged. If you’re looking for a challenge, a mix of independent work and collaborations, and a way to contribute to the sustainability of the most beautiful Capital city – this job is for you!

WORKING HOURS AND LOCATION

This position typically works (Monday through Friday) 8:00am – 4:30pm, with a half hour lunch break – at the discretion and approval of the EPW Admin Officer, a four-day workweek schedule may be possible when fully staffed. In addition, this position may also attend the Utility Advisory Board (UAB) meetings. Meetings are currently scheduled on the second Thursday of every month at 5:15pm.

The base of operations for this position is the Mendenhall Wastewater Treatment Plant (MWWTP) on the second floor.

Email

[e-mail]

to schedule a tour of the office space and facility.

Typical Responsibilities

Working closely with division heads and the Administrative Coordinator, you'll be hands‑on in preparing operational budget summaries, handling requests for amendments, and conducting thorough budget analyses for the Utilities division throughout the fiscal year.

Your versatility shines as you assist in drafting contracts, agreements, legal documents, and more. Dive into the details of CBJ personnel rules, MEBA contracts, and department policies, showcasing your commitment to understanding the intricacies of our work environment.

As the go‑to person for Wastewater Utility positions, you'll maintain position descriptions, class specifications, and oversee recruitment processes. Additionally, you’ll be involved in the hiring process, create training plans, and coordinate evaluations, ensuring our team is top‑notch.

Organization is essential!

Manage our electronic and paper file systems, keeping everything in order for the Utilities division. As the Travel Officer, you’ll be handling travel details with precision—from booking to reconciliation.

Answer and route in‑coming calls for the Wastewater Utility Division, offering assistance to the public, agencies, contractors, and vendors.

If you're ready for a dynamic role where every day brings new challenges, join us in making a positive impact in the Utilities Division!

Minimum Qualifications

Education:

High School graduation or the equivalent.

Experience:

Six (6) months of clerical experience. This work is equivalent to an Office Assistant with the City & Borough of Juneau or equivalent elsewhere.

SUBSTITUTION:

Post-secondary or vocational training may be substituted for the required

experience on the basis of: three (3) semester or four (4) quarter hours of post-

secondary education are equal to one month of experience; 150 hours of

vocational education are equal to one month of experience.)

Other:

A valid Drivers’ license

at time of appointment and for continued employment.

Supplemental Information

HIRING MANAGER CONTACT INFO

Hiring Manager

: Rose Evans

Phone Number:

[phone] Ext. 4181

Email:

[e-mail]