Administrative Assistant-Utilities

City of Leander; Leander (TX); In loco; USD 42.000 - 56.000; Tempo pieno

Descrizione del lavoro

City of Leander is seeking an Utilities Administrative Assistant to provide essential administrative and operational support to the Water and Wastewater Department. You will handle correspondence, reports, and records, coordinate billing and purchasing processes, and assist with permits and bid documents.

The role requires strong organization, discretion, and the ability to manage multiple priorities in a fast-paced municipal environment.

Competenze

• High School diploma or equivalent required.
• Two years of office administrative experience in utilities, construction, or similar field.
• Ability to work hours beyond standard schedule if needed.
• Valid Texas Driver’s License required.
• First Aid/CPR certification or ability to obtain within six months.

Mansioni

• Provide administrative and technical support to the Director of Utilities, including correspondence, reports, forms, calendars, meetings, travel, mail, and department functions.
• Serve as initial contact for compliance activities, public inquiries, complaints, and field-staff communications.
• Assist with permits, vouchers, bid documents, specifications, bonds, contracts, and related records.
• Maintain accurate filing systems, computerized records, permit reports, project-tracking documents, and detailed data entries.
• Process and verify billing, travel expenses, purchase requests, purchase orders, invoices, receiving reports, and other financial documents.
• Assist with department personnel training, attend meetings, and serve on committees as assigned.
• Organize and prioritize multiple assignments, meet deadlines, adapt to changing priorities, and manage interruptions while maintaining accuracy.
• Prepare clear, accurate, and professional correspondence, reports, spreadsheets, and other documents; identify discrepancies and obtain needed clarification or corrections.
• Communicate effectively with employees, management, contractors, vendors, and the public; exercise sound judgment and confidentiality; work independently or as a team.

Conoscenze

Administrative coordination

Public-facing service

Attention to detail

Discretion

Formazione

High School diploma or equivalent

Bachelor’s degree in related field (preferred)

Strumenti

MS Word

Excel

Descrizione del lavoro

Under the direction of the Director of Utilities, the Utilities Administrative Assistant provides administrative and operational support to the Water and Wastewater Department. Responsibilities include maintaining records, preparing reports, processing requests, coordinating information, and assisting employees, contractors, vendors, and the public. The position requires strong organizational skills, attention to detail, discretion, and the ability to prioritize multiple assignments in a fast-paced environment. The operational hours are Mon-Thurs 6:30am to 4:00pm and Friday 6:30am to 10:30am.

Essential Duties and Responsibilities

• Provide administrative and technical support to the Director of Utilities, including correspondence, reports, forms, calendars, meetings, training, travel, mail, and department functions.
• Serve as an initial contact for compliance activities, public inquiries, complaints, and field-staff communications.
• Assist with permits, vouchers, bid documents, specifications, bonds, contracts, and related records.
• Maintain accurate filing systems, computerized records, permit reports, project-tracking documents, and detailed data entries.
• Process and verify billing, travel expenses, purchase requests, purchase orders, invoices, receiving reports, and other financial documents.
• Assist with department personnel training, attend meetings, and serve on committees as assigned.
• Organize and prioritize multiple assignments, meet deadlines, adapt to changing priorities, and manage frequent interruptions while maintaining accuracy.
• Prepare clear, accurate, and professional correspondence, reports, spreadsheets, and other documents; identify discrepancies and obtain needed clarification or corrections.
• Communicate effectively and courteously with employees, management, contractors, vendors, and the public; exercise sound judgment, maintain confidentiality, follow instructions, and work independently or as part of a team.
• Perform related duties as required.

Required Education and Experience

• High School diploma or equivalent.
• Two years of experience as an office administrative staff in utilities, construction, or similar field of work.
• Ability to work hours other than standard schedule if required.

Required Certificate and Licenses

• Valid Texas Driver’s License from TX or any other US state.
• First Aid and CPR/AED certification required or the ability to obtain it within six months of hire.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university in a related field to Administration and/or Business Management.

• Specialized course work in accounting or financial procedures.
• Three or more years of experience as an office administrative staff in utilities, construction, or similar field of work.

• Ability to communicate effectively both verbally and in writing.
• Ability to follow detailed verbal and written instructions.
• Ability to learn department administration and organization, departmental rules and regulations, and City rules and regulations.
• Ability to communicate with other employees and the general public in a courteous and diplomatic manner.
• Skill in handling multiple tasks and prioritizing.
• Ability to work hours other than the regular daytime schedule (i.e., early-mornings, afternoons, evenings, and late-nights shifts, weekends).
• Knowledge of Methods and techniques of scheduling work assignments; methods and techniques for record keeping and report preparation and writing with proper punctuation, spelling and grammar.
• Skill in using computers and related software applications, including MS Word and Excel.
• Ability to plan and schedule operations.
• Ability to develop and maintain effective working relationships with City employees, the public, elected officials, and boards and commissions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to handle and feel items, reach with hands and arms, talk, and hear. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be considered to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.