Utilities Administrative Coordinator

Utilities Administrative Coordinator

The Utilities Admin Coordinator performs a wide variety of administrative and clerical duties to support all divisions of the Utilities Department. This position is responsible for managing and coordinating the administrative tasks related to utility services, ensuring efficient operations, and providing support for utility-related projects and initiatives. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment while ensuring timely and effective communication.

Reports to: Utilities Business Solutions Manager

Direct Reports: N/A

The following functions are typical for this classification. Incumbents may not perform all the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Assists Deputy Directors and Managers with routine scheduling, internal and external appointments, meetings, and special projects.
• Performs data entry, editing, and formatting of Standard Operating Procedures (SOP). Manages Division/Department SOP program files, ensuring proper reviews and approvals/signatures.
• Keeps physical and electronic files organized, ensuring that documents are filed correctly and easily accessible.
• Purchases and maintains office and departmental supplies and uniforms.
• Generates and maintains electronic information in databases and spreadsheets, retrieves data, and prepares reports.
• Liaise between departments/divisions, staff, and external contacts, ensuring effective communication within the organization.
• Organizes and coordinates office events, meetings, conferences, and training sessions.
• Processes invoices for timely payment and reconciles monthly purchase card transactions.
• Records and transcribes meeting minutes as assigned.
• Performs various clerical duties, including typing, filing, copying, scanning, faxing, mail distribution, and assisting office staff as needed.
• Creates service requests for all actionable calls for Operations and Distributions and Collections. Answers telephones, provides information, refers inquiries, and takes messages.
• Reviews completed work orders and data entries to ensure timely and accurate management of service requests, work orders, and storeroom data. Prepares weekly, monthly, quarterly, semi-annual, and annual reports.
• Coordinates maintenance and repair of vehicles, equipment, and tools with the Fleet Division and external vendors.
• Prepares and formats documents, presentations, reports, and other correspondence.
• Performs extensive data entry using various software applications to track and monitor budgets, work activities, training, employee records, and other business processes.
• Prepares billing statements for various departments or entities as needed and collaborates with the finance department on municipal billing.
• Maintains records and informs Utilities operations staff of training, educational opportunities, license renewals, and credential expirations.
• Provides general administrative support to the department divisions as needed.

Required Minimum Qualifications:

• High School Education or GED required.
• Proven work experience as an Administrative Coordinator, Administrator, or similar role
• Hands-on experience with MS Office Suite (particularly MS Word and MS Excel)
• Familiarity with office equipment, like printers and fax machines
• Basic math skills
• Solid time-management abilities with the ability to prioritize tasks
• Excellent verbal and written communication skills
• Strong analytical skills.
• Demonstrated organizational and administrative skills.
• Excellent oral and written communication skills.
• Ability to develop and maintain effective working relationships and work well in a team environment.
• Ability to exercise initiative, judgment, and decision making in solving problems and meeting organizational objectives.
• Ability to effectively use the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.).

Working Conditions and Physical Requirements:

Work is performed in a standard office environment, requiring sitting for extended periods of time, and occasional light lifting (up to 15 lbs.). Job requires visual and physical capabilities to perform data entry, filing, and to work on computers and associated equipment for prolonged periods of time (4-6 hours daily). The duties listed above are intended only as illustrations of the various types of work that may be performed. 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.

Benefits:

• Medical, Dental, and Vision Plans
• Retirement Plans
• Paid Time Off
• Paid Sick Leave
• 12 Paid Holidays

Salary Range: $52,443 - $78,665/Annual Salary

Application Deadline: Open until filled

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.