Stormwater Services - Administrative Assistant - Stormwater

About the role

This position provides advanced administrative support to the Stormwater Services Administrator and staff. Duties include resolving citizen inquiries, monitoring the stormwater hotline, entering and coordinating data, maintaining records, and managing service requests.

Responsibilities

• Receive, resolve, and refer citizen inquiries and concerns.
• Monitor the stormwater hotline.
• Enter, monitor, and coordinate data into Stormwater Asset Management module, City's work order system, stormwater billing module, and MS4 permit management software.
• Maintain a centralized perpetual filing system for the Division (both paper and electronic).
• Receive and distribute service requests and incoming Division mail.
• Prepare letters to customers, and draft internal and external correspondence.
• Maintain inventory orders and receive inventory material.
• Process invoices and check requests, purchase requisitions, and other pertinent financial paperwork.
• Maintain supplies inventory by monitoring stock to determine whether sufficient inventory levels; anticipate needed supplies; place and expedite orders for supplies, and verify receipt of supplies.
• Ensure operation of equipment by completing preventive maintenance requirements; responsible for coordinating repairs; maintaining equipment supply inventories.
• Operate a City vehicle in the course of business and/or other mobile equipment on behalf of the City, or is otherwise designated by the City.
• Assemble, organize, and tabulate statistical data.
• Gather budget and permit report information.
• Fulfill administrative duties, when directed, for other administrative assistants throughout Public Works or City of Abilene Administration.

Requirements

• Four (4) years of increasingly responsible administrative or office management support is required.
• Experience involving customer service, records management, work order tracking, purchasing documentation, report preparation, data entry, office coordination, or financial recordkeeping is preferred.
• Supplemental training in Stormwater operations, permit management, and/or business management is preferred.
• A high school diploma or GED is required.
• A valid Texas driver’s license or the ability to obtain one within ninety (90) days of employment, or a military waiver is required.

Qualifications

• Knowledge of administrative office practices and procedures, including records management, customer service intake, correspondence preparation, data entry, filing systems, purchasing documentation, invoice processing, and coordination of service requests.
• Principles and practices of administrative office support, office organization, workflow coordination, recordkeeping, and document management.
• Basic purchasing, invoicing, inventory tracking, and financial recordkeeping procedures.
• Google and MS Office Suite, with proficiency in Word, Excel, PowerPoint, share drives, and related office technology.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to operate office equipment including a personal computer in the Windows operating system environment.
• Ability to prioritize work, meet deadlines, and manage multiple administrative tasks, service requests, and reporting needs.
• Ability to use sound judgment when handling confidential information, customer concerns, financial documents, and division records.

Skills

• Ability to develop and maintain accurate filing and recordkeeping systems.
• Ability to perform responsible administrative office work with accuracy, speed, and minimal supervision.
• Ability to learn, navigate, and accurately enter track, retrieve and maintain information in stormwater-related software systems, including asset management, work order, billing, and MS4 permit management applications.
• Ability to respond professionally to citizen inquiries, complaints, and service requests.
• Ability to determine the appropriate action or referral and communicate follow-up information clearly and timely.
• Ability to maintain organized and accurate records to support program operations, budget tracking, permit reporting, and regulatory documentation.

Benefits

Not specified.

Pay

Not specified.

Schedule

Not specified.