DEVELOPMENT SERVICES ADMINISTRATIVE ASSISTANT FOR CITY UTILITIES ENGINEERING

Job Full Description

DEVELOPMENT SERVICES ADMINISTRATIVE ASSISTANT

Summary

The Development Services Administrative Assistant will support the Development Services (DVS) Team under the direction of program management. This role provides essential assistance in coordinating activities related to Inspection and Permitting, the New Water & Sewer Program, and Routing Plan Review. The position requires strong organizational abilities, excellent communication skills, and the capability to manage a wide range of administrative and technical responsibilities in accordance with established policies, procedures, and regulations.

Position Overview

We are seeking a detail-oriented and highly organized administrative professional with experience in office management, permitting, or similar administrative functions. The ideal candidate will be proficient in Microsoft Office 365, skilled in document organization, and capable of managing multiple priorities with accuracy. This role provides support to the Development Services Team and may include responsibilities such as scanning, indexing, file management, and other administrative tasks as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Inspection & Permitting / New Water & Sewer Program Support

• Provide professional and courteous assistance to the public, customers, internal departments, stakeholders, and external agencies.
• Manage high call volume while accurately addressing customer inquiries.
• Utilize Microsoft Office 365 applications, including Word, Excel, Outlook, SharePoint, Teams, and OneDrive.
• Calculate, collect, process, and document applicable utility-related fees; prepare refunds or reimbursements for approval.
• Maintain program files, software systems, tracking databases, and records associated with Inspection & Permitting and Routing Plan Review.
• Preload measurement data for water, sanitary sewer, and stormwater taps; respond to field measurement requests.
• Process accepted developer contracts, load property details, route closeout items, and prepare files for future fee initiation.
• Process meter order reports from building inspection authorities.
• Initiate new service account code details and service orders for water and sewer-related account types.
• Process Fire Service account requests and update billing systems accordingly.
• Create work orders for new water taps or disconnections in the asset management system.
• Perform data entry for contract reimbursements and assessments in GIS-based systems.
• Reconcile and prepare daily fee collection summaries and deposits.
• Assist with program tasks related to septic elimination projects.
• Interpret legal and contractual documents such as agreements, notes, contracts, rules, and memorandums.
• Conduct loan closings associated with Septic Elimination Program requirements, and record associated documents.
• Assist with developing and maintaining work instructions, workflow documentation, and process maps.
• Compile reports, data, and responses to program-related inquiries.
• Assist with sewer capacity tracking; scan, upload, and index program documentation into digital storage systems.
• Merge and finalize documents using Adobe Acrobat Pro.
• Create and manage spreadsheets to track activities and data.
• Replicate and apply Excel formulas accurately.
• Demonstrate strong attention to detail while multitasking across various program processes.

Routing Plan Review Program Assistance

Septic Elimination & Water Direct Connect Program

Electronic Document Conversion & Records Retention

QUALIFICATIONS

#3417IN

Fort Wayne, IN

3417

4705 Illinois Road

Suite 101

Fort Wayne, IN 46804