Administrative Support Assistant (Water)

City of West Allis; West Allis (WI); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Health & Wellness benefits

Retirement plan

Generous PTO

Tuition reimbursement

Educational bonuses

Paid holidays

Job summary

City of West Allis is seeking an Administrative Support Assistant for the Department of Public Works. This frontline role handles customer service, clerical tasks, and field staff coordination, supporting the Municipal Water Utility and working under the Customer Service Administrator. Typical hours are Monday through Friday, 7:00 a.m.

to 3:30 p.m. You will process work orders, assist with billing inquiries and timecards, manage permits and scheduling, and help ensure accurate records and smooth

Qualifications

• High school diploma or equivalent.
• At least 2 years of recent paid business office experience.
• Proficiency in MS Word and Excel.
• Strong ability to manage frequent interruptions while maintaining accuracy, professionalism, and task follow-through.
• Excellent communication, customer service, and organizational skills.
• Ability to navigate administrative and financial workflows with consistent attention to detail.

Responsibilities

• Provide frontline customer service by managing high-volume calls and the shared email inbox.
• Handle general questions and basic billing inquiries, routing complex issues to the Accounting Specialist.
• Coordinate daily schedules for field staff, including Water Technicians and inspectors.
• Create and process work orders and meter appointment cards in the asset management system.
• Monitor accounts for required meter exchanges and testing.
• Generate notification letters, track returned mail, and coordinate service disconnections when needed.
• Process online customer requests such as address changes and real estate forms.
• Manage hydrant and tap permits, including distribution, inventory, and contractor billing.
• Support accounting and administrative functions, including routing vendor invoices, reviewing credit card statements, and scanning receipts.
• Review and reconcile employee timecards, assist with pay code questions, and verify hours against work orders.
• Perform other duties as assigned to support overall DPW operations.

Skills

Customer service

Communication

Organization

Attention to detail

Education

High school diploma or equivalent

Tools

MS Word

Excel

Job description

Administrative Support Assistant - City of West Allis Department of Public Works

The Administrative Support Assistant provides essential frontline customer service, operational compliance, and clerical support for the West Allis Municipal Water Utility. Under the direction of the Customer Service Administrator, this role serves as the primary point of contact for the public, managing general utility inquiries, basic billing questions, and field staff scheduling. The position works closely with the Accounting Specialist to ensure complex billing matters and advanced account discrepancies are routed efficiently. The Administrative Support Assistant also supports field operations through work order processing, permit coordination, and timecard workflow assistance. This position is Monday through Friday from 7:00 a.m. to 3:30 p.m.

What You'll Do

• Provide frontline customer service by managing high-volume phone calls and the shared email inbox.
• Handle general questions and basic billing inquiries, routing complex issues to the Accounting Specialist.
• Coordinate daily schedules for field staff, including Water Technicians and inspectors.
• Create and process work orders and meter appointment cards in the asset management system.
• Monitor accounts for required meter exchanges and testing.
• Generate compliant notification letters, track returned mail, and coordinate service disconnections when needed.
• Process online customer requests such as address changes and real estate forms.
• Manage hydrant and tap permits, including distribution, inventory, and contractor billing.
• Support accounting and administrative functions, including routing vendor invoices, reviewing credit card statements, and scanning receipts.
• Review and reconcile employee timecards, assist with pay code questions, and verify hours against work orders.
• Perform other duties as assigned to support overall DPW operations.

What You Bring

• High school diploma or equivalent
• At least 2 years of recent paid business office experience
• Proficiency in MS Word and Excel
• Strong ability to manage frequent interruptions while maintaining accuracy, professionalism, and task follow-through
• Excellent communication, customer service, and organizational skills
• Ability to navigate administrative and financial workflows with consistent attention to detail

Why Work for Us

As you take care of our city, we'll take care of you! We offer valuable benefits and perks, including:

• Health & Wellness:
  • City covers 88% of the medical premium (HRA plan).
  • FREE dental insurance.
  • FREE life insurance.
  • FREE long-term disability coverage.
• Retirement:
  • Participate in Wisconsin's Retirement Fund with 7% city contribution.
• Generous Time Off:
  • Up to 25 days annually to start.
  • Holiday pay (up to 9 days).
• Professional Growth:
  • Paid training - we invest in our employees!
  • Tuition reimbursement.
  • Educational bonuses for certifications/training completed on city time.
  • Opportunities for advancement.
• Financial Perks:
  • Student loan repayment program.
  • Federal loan forgiveness.
  • Annual salary increases.
• Culture & Extras:
  • Paid employee recognition programs.
  • Employee wellness program.
  • Employee assistance program.
  • Pet insurance.
  • Employee events.
  • And more!