Administrative Assistant - Water Distribution

City of Copperas Cove•Copperas Cove, TX

About The Position

Performs office and clerical work for the Water Distribution Department, including managing its administrative office, preparing and updating reports, conducting internal reviews, and supporting day-to-day departmental operations. Works under the general supervision of the Water Distribution Superintendent and does not supervise other employees. The position maintains departmental records, personnel time records, and filing systems; prepares correspondence, reports, purchase orders, payment documents, and other materials; and assists with regulatory reporting to agencies such as the Texas Commission on Environmental Quality and Texas Water Development Board. It may also involve receptionist or dispatcher duties, responding to routine inquiries, scheduling appointments, receiving and distributing mail and payments, and representing the Water Superintendent in contacts with employees, officials, and the public. The employee may recommend procedural changes to improve departmental operations and perform other assigned duties. Regular and timely attendance is essential. The employee must follow directions, work well with others, and demonstrate a pleasant attitude. Required certifications include NIMS ICS-100, ICS-200, and IS-700 within 12 months of employment, and Texas Water Development Board Water Loss Audit certification within 6 months of employment. The work is generally performed in a quiet office environment. Duties frequently require sitting, talking, or hearing; occasional walking, handling objects or controls, reaching, and lifting or moving up to 25 pounds are also required.

Requirements

High school diploma or equivalent.
Two years of office administration experience in a governmental entity is preferred; equivalent combinations of education and experience may be considered.
Type accurately at 45 words per minute.
Possess a valid Texas Driver's License by the date of hire.
Obtain NIMS ICS-100, ICS-200, and IS-700 certifications within 12 months of employment.
Obtain Texas Water Development Board Water Loss Audit certification within 6 months of employment.
Ability to follow directions and request clarification when needed.
Knowledge of business English, spelling, and math; word processing, spreadsheets, basic computer skills, and basic office accounting or record-keeping principles.
Ability to organize data, exercise independent judgment, and communicate effectively orally and in writing.
Ability to deal effectively with the public and outside agencies and maintain effective working relationships with coworkers and other City departments.
Responsible, organized, self-starting approach and initiative.

Nice To Haves

Two years of office administration experience in a governmental entity.

Responsibilities

Perform day-to-day administrative functions for the Water Distribution Department.
Generate letters, statements, memos, minutes, purchase orders, statistical reports, legal and accounts payable documents, and other materials as required.
Maintain records of departmental activities and employee time and personnel information.
Assist with and maintain regulatory reports for state agencies, including TCEQ and TWDB.
Represent the Water Superintendent in contacts with employees, officials, and the general public, and schedule appointments.
Respond to routine inquiries and process work for assigned departmental functions.
Serve as a receptionist or dispatcher for the department or subordinate sections when assigned.
Gather information and prepare regular reports.
Receive payments and issue receipts; receive and distribute mail.
Study, standardize, and recommend new or revised procedures to improve departmental operations.
Create or maintain an effective filing system.
Serve on employee committees as assigned and perform other duties assigned by the Water Superintendent.