Environmental Services Administrative Assistant

Newmarket; Newmarket (NH); On-site; USD 40,000 - 55,000; Full time

Job summary

The Administrative Assistant in the Environmental Services Department provides clerical and administrative support, including utility billing tasks, record-keeping, and correspondence. Works under the Director of Environmental Services to ensure accurate data and timely reporting.

Responsibilities include processing invoices and purchase orders, maintaining filing systems, generating memos and reports, responding to inquiries, and assisting staff with daily operations.

Qualifications

• High school diploma or GED plus two years of college.
• Two years of experience in a water utility or equivalent.
• Basic knowledge of utility billing and accounting concepts.

Responsibilities

• Provide support to Environmental Services staff.
• Maintain supplies and filing system.
• Generate memos, emails and reports.
• Answer incoming calls and respond to information requests.
• Prepare monthly, quarterly, and annual reports.
• Prepares and processes utility billing; maintains related data.
• Processes invoices and creates purchase orders; verifies budget coding.
• Prepares periodic utility, financial, statistical, or operational reports as assigned.
• Other duties that are assigned.

Skills

Communication skills

Data entry accuracy

Organizational skills

Education

High school diploma or GED

Two years of post-secondary college

Two years of experience in a water utility

Tools

Microsoft Excel

Microsoft Word

Billing software

Job description

Job Opportunities

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STATEMENT OF DUTIES

The Administrative Assistant performs clerical, utility billing, and administrative work in the Environmental Services Department.

The Administrative Assistant works under the direction of Director of Environmental Services.

SUPERVISION

Does not have a supervisory role.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Provide support to the Department of Environmental Services staff.
• Maintain of supplies and filing system.
• Generate memos, emails and reports.
• Answer incoming calls, and respond to questions and requests for information.
• Prepare monthly, quarterly, and annual reports.
• Prepares and processes utility billing. Maintains data relating to utility billing. Answers questions regarding discrepancies.
• Processes invoices and creates purchase orders. Verifies budget coding.
• Prepares periodic utility, financial, statistical, or operational reports as assigned.
• Other duties that are assigned.

QUALIFICATIONS

Education and Experience:

• Graduation from high school education or GED equivalent, and
• A minimum of two (2) years post-secondary college and
• Two (2) years of experience in a water utility, and/or
• Any equivalent combination of education and experience.

Knowledge, Skills and Abilities:

PHYSICAL DEMANDS & WORKING ENVIRONMENT

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is frequently required to sit and talk and hear, use hands to finger, handle feel or operate objects, tools, or controls, and reach with hands and arms. The employee is required occasionally to walk.

The employee must occasionally lift and/ or move up to 25 pounds. Specific vision abilities required by this position include close vision and the ability to adjust focus.

The work environment is an office environment.

SELECTION GUIDELINES

A formal application, rating of education and experience, oral interview and reference check, and job related tests may be required.

The job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.