Wastewater Administrative Assistant

GENERAL PURPOSE Performs a variety of advanced secretarial and clerical duties designed to expedite the day\-to\-day processing, scheduling, and reporting of administrative and managerial business conducted by the Wastewater Department, including the treatment plant and collection system. This role plays a crucial role in maintaining accurate records, asset tracking, supporting team workflow, and ensuring excellent service to the community. SUPERVISION RECEIVED Works under the general supervision of the Assistant Public Works Director/Wastewater Manager. SUPERVISION EXERCISED None. ESSENTIAL FUNCTIONS Administrative Support: Monitors and manages staff calendar and various work schedules; schedules construction inspections; schedules bi\-weekly safety training and meetings; processes paperwork and ensures proper compliance with practice, policy and procedure of the department; assists to organize various logistics related to equipment and project needs. Prepares a variety of general, confidential, and personal correspondence; composes routine correspondence on own initiative; types minutes, correspondence, memorandums, monthly reports, personnel files, etc.; routes interdepartmental memos; posts executive and staff meetings to schedules and calendars; maintains various files, maintains database records and tracks changes; monitors budget activity and account balances. Serves as first level contact with the general public; receives and responds to various issues and complaints, and other duties as assigned. Requisitions \& Purchase Orders: Creates purchase requisitions using Springbrook software, secures proper signatures and approvals and generates requests for purchase authorization according to established department policies and procedures; receives and distributes purchase orders; monitors purchases and verifies invoices upon receipt; submits invoices for payment by accounts payable staff; documents purchasing activity in Springbrook software; monitors purchase order balances, tracks cash and credit expenditures. Records Maintenance: Ensures timely and accurate documentation related to wastewater operations, including treatment plant processes, collection system maintenance, regulatory records, service orders, and general operational data. Maintains organized filing systems for compliance, inspections, and reporting requirements. Work Order Processing: Receives and processes contractor and customer work order requests via phone and email; prepares work order forms; enters and tracks work orders in Springbrook software for collection system maintenance, treatment plant operations, and related issues. Generates and distributes work orders authorizing department action; assists in workload distribution for operational efficiency; receives and records final work completion data; generates periodic reports tracking work performed and service metrics. General Office: Monitors office supplies and replenishes inventory as needed. Perform related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Graduation from a high school; plus one (1\) year of specialized administrative or data management training obtained through professionally sponsored workshops, secretarial school, or business college; AND Four (4\) years of work experience providing exposure to complex secretarial duties and responsibilities; OR An equivalent combination of education and experience. Knowledge, Skills, and Abilities: Working knowledge of: Wastewater operations, including treatment processes and collection systems (Preferred) Public works terminology and practices Office software (OpenGov, MS Word, Excel, etc.) Database and asset management systems (Springbrook preferred) Modern office procedures and documentation standards English grammar, spelling, and composition Customer service practices and communication techniques Skill in: Operating standard office equipment (computer, phone, etc.) Ability to: Multitask and prioritize under deadlines Perform accurate data entry and recordkeeping Communicate effectively verbally and in writing Make routine decisions within established procedures Perform basic math calculations Develop effective working relationships with staff and the public Maintain attention to detail and data accuracy Special Qualifications: Valid Utah driver's license. There may be occasions where driving a city vehicle will be needed for occasional off\-site tasks. Work Environment: Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, involving minimal muscular strain, related to walking, standing, stooping, sitting, and reaching. Essential functions require talking, hearing and seeing. Common eye, hand, finger dexterity are required. Mental application utilizes memory for details, emotional stability and discriminating thinking. \\\\\* Disclaimer: In compliance with the ADA, reasonable accommodation will be considered, upon request, on a case\-by\-case basis during both the pre\-employment process and to accommodate post\-employment changes in employee physical abilities. Accommodation decisions will be influenced by the need to prevent "undue hardship" to the city. The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.