(AST1)-Administrative Assistant I-Engineering

The Birmingham Water Works Board • Birmingham, AL

350d

About The Position

The Administrative Assistant I-Engineering will perform general clerical and administrative duties supporting the department manager and other team leaders as needed. This role requires delivering excellent customer service for engineering pressure complaints, performing required technical analysis of water mains, service lines, and customer household plumbing. The assistant will create, organize, review, and manage all aspects of requisitioning and material purchases for the creation of capital projects, as well as maintain and manage all departmental purchases and purchase order numbers including those related to capital projects.

Requirements

• High school diploma or equivalent required
• Valid Driver's License required
• Two (2) years of clerical or administrative experience required
• Knowledge of Microsoft Office (Word, Excel, Access, PowerPoint and Outlook)
• Knowledge of computers, printers, copiers, and fax machines
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
• Ability to speak effectively before groups of customers or employees of the organization
• Adhere to policy and procedures regarding the company's confidential information
• Numerical ability to make basic arithmetic calculations when compiling and auditing reports and expense accounts
• Ability to proofread written materials, index and file correspondence, and records, including excellent organizational skills.

Responsibilities

• Organize and route incoming mail; locate and attach the appropriate correspondence file
• Prepare outgoing mail and correspondence, including e-mail and faxes
• Compose and type routine correspondence; organize and maintain a file system and file correspondence and other records
• Answer and screen manager's telephone calls; arrange conference calls; coordinate manager's schedule and make appointments
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs
• Coordinate and arrange meetings; prepare agendas; reserve and prepare facilities; record and transcribe minutes of meetings
• Conduct research, compile and type statistical reports
• Make copies of correspondence or other printed materials
• Order and maintain supplies; arrange equipment maintenance
• Answer and return pressure complaints and customer calls; distribute and dispatch orders to pressure technicians
• Organize and maintain a catalog of all incoming pressure complaints for future reference or resolution
• Provide technical engineering assistance to assess customers' plumbing problems and make the appropriate recommendations or assignments
• Work closely with internal departments to triage customer issues such as water accountability, and environmental land administration in the handling and scheduling customer complaints to ensure they are acted upon promptly
• Assist technicians in the field with water pressure testing to resolve customers' water pressure complaints
• Create, gather and publish monthly project information from engineers regarding the capital projects for board submission and the chief engineer's monthly reports submittal
• Enter and create companywide requests for capital purchases and projects in SAP while ensuring all data and documentation needed for capital projects and purchases, requisitioning and creation of purchase orders is clear, concise and properly organized
• Troubleshoot all related issues
• Provide the necessary forms, directions and instructions for the department's use and needs related to project control, management and records
• Perform all work safely in accordance with established safety policies and procedures
• Comply with all safety and health standards and guidelines issued by management
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees