Position Summary
The Administrative Assistant of Water Operations is responsible for administrative, planning & scheduling and financial assistance to the division manager and staff.
Essential Duties & Responsibilities
PLANNING AND SCHEDULING OF MAINTENANCE
- Plan and construct capital projects in software program
- Create work orders in system, monitor progress, ensure accuracy of data and close out on completion
- Create service requests
- Do on-site job audits
FINANCIAL ANALYSIS
- Conduct cost analysis on meters and taps
- Conduct price analysis on equipment in system
- Prepare savings reports on projects
- Do project comparison analysis for internal services vs, contract services
BUDGET
- Create and monitor office supply and training accounts
- Monitor water and wastewater purchase orders and encumbrances against budget
- Research and resolve any budget discrepancies
ADMINISTRATIVE DUTIES
- Create and track requisitions for purchase orders
- Manage division correspondence; assists in transcription of emails/mailings
- Answer phone, direct calls and assist with customer service
- Reconcile monthly P-Card transactions for the division
- Manages processing, tracking and evaluation of time and attendance entries in system
TRAINING COORDINATION
- Arrange courses/testing for employee licenses, including renewals
- Provide pre-payment & verification of courses/testing
- Receive and process certification documentation
- Upload documentation in to Record Retention Program
TRAVEL ARRANGEMENTS
- Book accommodations for flights, hotel & transportation
- File necessary paperwork for temporary P-card adjustments
- Create travel itineraries, detailed maps and location of event
- Verify arrangements and payment prior to departure
GENERAL RESPONSIBILITIES
- Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines
- Adhere to NBU safety guidelines and practices at all times and in all situations
- Maintain a clean and safe work area, office, field site and vehicle as applicable
- Develop & maintain effective customer service skills for communications with co-workers, customers and the public in general
- Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents
- Adhere to NBU policies and procedures
- Exemplifies NBU Core Values of Integrity, Stewardship, Culture, Team and Safety
- Participate in and support initiatives to reach annual NBU Performance Measures
Formal Education and Work Experience Requirements
Degree/Diploma Obtained: High School Diploma/GED
Work Experience Time Frame: One Year or More
Field of Study: General Studies
Other: Some college or advanced education preferred
Certification and Licensures Requirements
Valid Texas Driver’s License required to operate company vehicles
Other Minimum Qualifications
- Previous administrative assistant or comparable experience required
- Communication skills for dealing with internal and external customers
- Technology proficiency to learn and/or use various computer programs including Microsoft Office applications