Administrative Assistant, Distribution & Conveyance

POSITION:                            Administrative Assistant, Distribution and Conveyance

PAYGRADE:                           105 (NE)                                                                                              

PAY:                                           Min: $24.646 / Mid: $31.423 / Max: $38.202 hourly                                                                                

DEADLINE:                            Monday, September 21, 2026

 

JOB SUMMARY:

The Administrative Assistant serves as a central point of coordination among field personnel, management, customers, contractors, vendors, regulatory agencies, and internal departmental divisions. The position requires independent judgment, strong organizational and communication skills, attention to detail, and the ability to prioritize multiple operational needs in a fast-paced utility environment.

 

ESSENTIAL JOB FUNCTIONS:

The following duties are representative of the responsibilities performed by this position. Additional duties may be assigned as operational needs require.

 

Operational & Field Support

• Provides administrative and operational coordination for managers, supervisors, field crews, and assigned departmental division(s).
• Receives, creates, assigns, monitors, updates, and closes service requests, inspections, and work orders using the organization's computerized maintenance/work management system.
• Coordinates and tracks emergency and routine service requests involving water main breaks, service interruptions, sewer overflows, hydrant repairs, leaks, utility damages, and other field activities.
• Coordinates utility locate requests, including 811 notifications, and maintains related documentation.
• Coordinates departmental on-call schedules, emergency contact information, and operational notifications.
• Communicates with local agencies, customers, contractors, and other stakeholders regarding road closures, service interruptions, emergency utility work, and other operational matters as authorized.
• Verifies service locations, asset information, customer account information, meter data, and work-order documentation using applicable utility information systems.

 

Payroll & Workforce Administration

• Reviews employee time records for completeness and accuracy and coordinates corrections with employees, supervisors, Payroll, and Human Resources.
• Maintains departmental employee rosters, attendance information, schedules, licenses, certifications, training records, and other workforce documentation.
• Tracks required licenses, certifications, continuing education, and renewal dates and communicates upcoming requirements to employees and management.

 

Procurement, Contracts & Budget Support

• Creates and processes purchase requisitions, purchase orders, invoices, payment documentation, and other purchasing transactions.
• Coordinates procurement activities in accordance with organizational purchasing policies and procedures.
• Tracks departmental purchases, contracts, purchase orders, expenditures, and available funding.
• Assists management with budget preparation, expenditure monitoring, reconciliation, and financial reporting.
• Obtain quotes and researches vendors.
• Coordinates documentation associated with new vendors and responds to Finance and Procurement requests concerning departmental purchases and contractual requirements.
• Tracks contract expiration dates, renewals, insurance documentation, purchase orders, and other contract requirements.

 

Records, Reporting & Compliance

• Maintains accurate departmental records, databases, files, reports, and operational documentation in accordance with records-retention requirements.
• Compiles operational information and prepares reports, dashboards, statistical summaries, and management reports.
• Tracks and maintains documentation supporting Key Performance Indicators (KPIs), Levels of Service (LOS), operational benchmarks, regulatory reporting, and departmental performance measures.
• Maintains records associated with hydrant testing, utility damages, inspections, work orders, service requests, and other assigned operational activities.

 

Administrative & Customer Support

• Serves as a primary point of contact for telephone calls, email communications, correspondence, customer inquiries, vendors, contractors, and internal departments.
• Evaluates incoming requests, determines appropriate action or routing, and follows through to support timely resolution.
• Prepares, edits, proofreads, formats, and distributes correspondence, reports, presentations, procedures, specifications, meeting materials, and other departmental documents.
• Coordinates calendars, meetings, conference rooms, travel arrangements, registrations, accommodations, and departmental events.
• Routes documents for review, approval, and signature and monitors outstanding items through completion.
• Maintains office and operational supplies and coordinates departmental mail, deliveries, records, and administrative materials.
• Provides professional customer service and maintains effective working relationships with employees, customers, contractors, vendors, government agencies, and other stakeholders.
• Assists with scheduling meetings, training, interviews, conferences, and departmental activities
• Serves as backup to other administrative assistants within the department and/or Authority, as applicable.

 

Performs other related duties as assigned.

 

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or equivalent; four (4) years progressively responsible administrative, operational, business support, utility, public works, procurement, work management, or related experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

 

• Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all CCWA or departmental policies, practices, and procedures necessary to function effectively in the position.

 

Preferred Qualifications:

• Experience working for a water/wastewater utility, public works department, local government, or other field-based operation.
• Experience with computerized maintenance management/work-order systems such as Cityworks or comparable systems.
• Experience with utility locate/811 processes.
• Experience supporting procurement, contracts, bid specifications, RFPs, RFQs, or ITBs.
• Experience with payroll/timekeeping and financial or ERP systems.
• Notary Public designation, where beneficial to departmental operations.

 

PHYSICAL DEMANDS:

• This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.
• Tasks require carrying, pushing, or pulling lightweight materials; tasks may also involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

 

WORK ENVIRONMENT:     

• Essential functions are regularly performed without exposure to adverse environmental conditions.
• Work is performed in a relatively safe, secure, and stable work environment.

 

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of administrative and business practices within an operational environment.
• Working knowledge of purchasing, procurement, invoicing, budgeting, payroll/timekeeping, and records-management processes.
• Ability to coordinate multiple work assignments, deadlines, and operational priorities with limited supervision.
• Ability to interpret and apply organizational policies, procedures, purchasing requirements, and departmental practices.
• Ability to maintain accurate financial, personnel, operational, and regulatory records.
• Ability to analyze information, identify discrepancies, research issues, and coordinate resolution.
• Ability to communicate effectively and professionally with employees, management, customers, vendors, contractors, and external agencies.
• Ability to exercise discretion when handling confidential or sensitive information.
• Proficiency with Microsoft Office applications and the ability to learn enterprise systems such as HRIS/timekeeping, ERP/financial, customer information, document management, and computerized maintenance/work management systems.
• Strong written communication, proofreading, organizational, customer-service, and problem-solving skills.

 

At CCWA, it is our policy to provide equal employment opportunities to all employees, including temporary employees, and applicants for employment based on qualifications, abilities, and merit. Therefore, CCWA prohibits discrimination against employees, applicants or any other legally covered persons because of race, color, religion, national origin, age, sex (including pregnancy, sexual orientation and gender identity or expression), citizenship, genetic information, disability status, past, current, or prospective membership in the uniformed services or any other characteristic protected under applicable federal, state, or local law. This policy applies to all terms and conditions of employment, including, but not limited to job advertisements, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training.