Administrative Assistant-Utilities

City of Leander•Leander, TX

About The Position

Under the direction of the Director of Utilities, the Utilities Administrative Assistant provides administrative and operational support to the Water and Wastewater Department. The role involves maintaining records, preparing reports, processing requests, coordinating information, and assisting employees, contractors, vendors, and members of the public. It requires strong organizational skills, attention to detail, discretion, and the ability to prioritize multiple assignments in a fast-paced environment. Operational hours are Monday through Thursday, 6:30 a.m. to 4:00 p.m., and Friday, 6:30 a.m. to 10:30 a.m. The employee may be required to work outside this schedule. Employment with the City of Leander is contingent on verification of listed education, certifications, and experience; satisfactory criminal history and driving record checks; and legal authorization to work in the United States without sponsorship. The City participates in E-Verify and is an equal opportunity employer.

Requirements

High school diploma or equivalent.
Two years of experience as office administrative staff in utilities, construction, or a similar field.
Valid Texas driver’s license or a valid driver’s license from another U.S. state.
First Aid and CPR/AED certification, or the ability to obtain it within six months of hire.
Ability to work hours outside the standard schedule if required.
Ability to communicate effectively, verbally and in writing, and follow detailed verbal and written instructions.
Ability to learn department administration and organization, departmental rules and regulations, and City rules and regulations.
Ability to communicate courteously and diplomatically with employees and the public.
Skill in handling multiple tasks and prioritizing.
Knowledge of work-assignment scheduling methods and recordkeeping, report preparation, and writing with proper punctuation, spelling, and grammar.
Skill using computers and related software applications, including Microsoft Word and Excel.
Ability to plan and schedule operations and develop and maintain effective working relationships with City employees, the public, elected officials, and boards and commissions.
Ability to work early mornings, afternoons, evenings, late-night shifts, weekends, or other hours outside the regular daytime schedule when required.
Ability to meet the stated physical demands, with reasonable accommodation considered where applicable.
Legal authorization to work in the United States without sponsorship.
Satisfactory pre-employment criminal history background and driving record checks.
Compliance with Selective Service registration requirements for male U.S. citizens and immigrants ages 18–25.

Nice To Haves

Bachelor’s degree from an accredited college or university in a field related to Administration and/or Business Management.
Specialized coursework in accounting or financial procedures.
Three or more years of experience as office administrative staff in utilities, construction, or a similar field.

Responsibilities

Provide administrative and technical support to the Director of Utilities, including correspondence, reports, forms, calendars, meetings, training, travel, mail, and department functions.
Serve as an initial contact for compliance activities, public inquiries, complaints, and communications from field staff.
Assist with permits, vouchers, bid documents, specifications, bonds, contracts, and related records.
Maintain filing systems, computerized records, permit reports, project-tracking documents, and detailed data entries.
Process and verify billing, travel expenses, purchase requests, purchase orders, invoices, receiving reports, and other financial documents.
Assist with department personnel training, attend meetings, and serve on committees as assigned.
Organize and prioritize assignments, meet deadlines, adapt to changing priorities, and manage interruptions while maintaining accuracy.
Prepare professional correspondence, reports, spreadsheets, and other documents; identify discrepancies and obtain needed clarification or corrections.
Communicate courteously and effectively with employees, management, contractors, vendors, and the public.
Exercise sound judgment, maintain confidentiality, follow instructions, and work independently or as part of a team.
Perform related duties as required.