Administrative Assistant - Wastewater

City of Baytown; Baytown (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Baytown is seeking an Administrative Assistant in the Wastewater Division of Public Works & Engineering. The role supports scheduling, correspondence, and project coordination while ensuring accuracy in records and purchasing documents.

Ideal candidates will have strong organizational, communication, and multitasking abilities, with experience in government or municipal procurement preferred. On-site work with occasional overtime may be required to meet deadlines and emergency needs.

Qualifications

• High school diploma or GED required.
• Three years of progressive administrative/clerical experience.
• Advanced computer processing skills.
• Valid TX driver’s license; obtain TX license within 90 days.

Responsibilities

• Manage schedules and correspondence for the Wastewater Division.
• Assist with project coordination and recordkeeping.
• Process invoices and purchasing documentation; support budget tracking.
• Coordinate work orders and training records; ensure CMOM documentation.
• Serve as primary contact with staff, vendors, other City departments and the public.
• Assist in compliance reporting and deadlines related to the wastewater consent decree.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Education

High school diploma or GED

Associate or Bachelor's degree (preferred)

Tools

Microsoft Office

Cityworks (or similar software)

Job description

Join our dynamic team as an Administrative Assistant in the Wastewater Division of the Public Works & Engineering Department! In this role, you’ll provide crucial support to our team by managing schedules, handling correspondence, and assisting with project coordination. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to multitask in a fast-paced environment. If you're passionate about contributing to essential public services and thrive in a collaborative setting,

The Administrative Assistant facilitates the efficient operation of the Wastewater Division by providing administrative, clerical, purchasing, and records management support to the Wastewater Superintendent and division staff. This position is central to the division's compliance efforts, directly supporting the Capacity, Management, Operations, and Maintenance (CMOM) program and managing recordkeeping and deadlines associated with the City's wastewater consent decree. Daily responsibilities include coordinating schedules, processing invoices and purchasing documentation, assisting with budget tracking, and managing work orders and training records. Serving as the primary point of contact, the Administrative Assistant ensures clear communication between staff, City departments, vendors, and the public while maintaining accuracy, discretion, and sound judgment under competing priorities.

Required

• High school diploma or equivalent (GED).
• Three (3) years of progressive administrative, clerical, office support, or closely related experience.
• Advanced computer processing skills.
• Valid driver’s license with an acceptable driving record (must obtain TX driver’s license within 90 days).

Preferred

• Associates or Bachelor’s Degree in a related field.
• Bilingual (Spanish).
• Prior municipal government experience.
• Municipal procurement, purchase orders, invoice processing, budget tracking.
• Experience supporting environmental compliance programs, consent decree reporting, or CMOM (Capacity, Management, Operations, and Maintenance) documentation.

• Knowledge of office administration, business correspondence, records management, confidentiality, purchasing, invoice processing, expenditure tracking, and payroll documentation.
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook, with the ability to learn Cityworks and other specialized software.
• Skill in accurate data entry, proofreading, preparing correspondence and reports, maintaining records, performing basic calculations, and identifying discrepancies or missing information.
• Ability to organize work, manage competing priorities, track assignments and deadlines, maintain documentation, and reconcile routine administrative and financial records.
• Ability to communicate effectively, provide professional customer service, follow up tactfully, and maintain positive working relationships with employees, supervisors, vendors, other City departments, and the public.
• Ability to learn wastewater terminology, facility operations, CMOM program requirements, and consent decree obligations to maintain documentation, track deadlines, and flag items requiring attention.
• Ability to work independently, exercise sound judgment, recognize when guidance is needed, and promptly communicate urgent operational concerns.
• Ability to work in an office environment, make occasional visits to City facilities while following safety procedures and using required PPE, and occasionally work outside normal business hours for deadlines, meetings, or emergency support.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.