Administrative Assistant - Utilities

City & Borough of Juneau; Juneau (AK); On-site; USD 40,000 - 52,000; Full time

Job summary

City & Borough of Juneau's Engineering & Public Works Department seeks an Administrative Assistant to join the Utilities team, providing essential administrative support for the Utilities Division, including budget summaries, contracts, records, and scheduling.

This role involves coordinating recruitment, travel logistics, document drafting, and helping ensure accurate filing, while collaborating with division heads to support daily operations and community services.

Qualifications

• Six months of clerical experience.
• High school graduation or the equivalent.
• Substitution: post-secondary training may substitute for the required experience.

Responsibilities

• Prepare operational budget summaries and conduct budget analyses for utilities.
• Draft contracts, agreements, and legal documents as needed.
• Maintain electronic and paper file systems for the Utilities division.
• Coordinate recruitment processes and assist in hiring activities.
• Handle travel details from booking to reconciliation as Travel Officer.
• Answer and route incoming calls, assist the public, agencies, contractors, and vendors.

Skills

Independent work

Customer service

Interpersonal communication

Problem solving

Empathy

Attention to detail

Time management

Education

High school diploma or equivalent

Tools

Office suite (Word, Excel, Outlook)

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.

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!

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.

HIRING MANAGER CONTACT INFO

Hiring Manager: Rose Evans

Phone Number: [phone] Ext. 4181

Email: [e-mail]