Executive Assistant - Engineering

Atlantic County Utilities Authority•Egg Harbor, NJ

About The Position

The Executive Assistant supports the Engineering, Construction, Centralized Maintenance, and Asset Management areas. The position reports directly to the Chief Engineer and Vice President of Centralized Maintenance and Asset Management and covers a regular 40-hour Monday through Friday work week. The role includes customer service, administrative support, payment and payroll processing, budget tracking, training coordination, and event and travel support. The employee may also assist the ACUA with its environmental mission and customer service commitments, and must remain compliant with position training requirements.

Requirements

High school diploma or GED.
Minimum of 5 years of office or administrative experience.
Valid driver’s license in good standing.
Knowledge of office administration, customer service, records management, and basic bookkeeping practices.
Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook, and ability to learn customer service, purchasing, and payroll systems, including UKG.
Ability to accurately process requisitions, invoices, payment and reimbursement requests, and payroll information.
Ability to maintain financial records, track budgets, analyze data, prepare reports, and identify discrepancies.
Strong organizational skills, attention to detail, and ability to manage competing priorities and meet deadlines.
Effective written, verbal, and interpersonal communication skills.
Ability to exercise sound judgment, maintain confidentiality, resolve routine concerns, and work independently and collaboratively.
Ability to coordinate training, travel, meetings, and special events and follow established procedures.

Nice To Haves

Familiarity with Edmunds, Wasteworks, and Microsoft CRM Systems.

Responsibilities

Serve on the ACD customer service team by answering and directing calls, providing information, referring customers to appropriate staff, maintaining the customer service database, handling information and service requests, responding to follow-up calls, and meeting phone coverage requirements.
Participate in GEO front desk coverage as needed.
Process monthly contractor and vendor pay requests for the Engineering Department.
Assist with I-Bank reimbursement requisition requests.
Process requisitions and payments for Maintenance expenditures.
Assist with Earth Day Celebration planning and activities as needed.
Provide administrative support to department staff, including coordinating and ordering office supplies, typing letters and memos, copying, filing, scheduling appointments, sorting and distributing mail, and generating and maintaining reports.
Analyze report data when necessary.
Assist with budget preparation, track account balances, and monitor budget payments throughout the year.
Initiate payment of bills and contracts for Engineering and Centralized Maintenance and Asset Management Departments, prepare purchase requisitions, and distribute required documentation to Finance for final payment.
Assist Centralized Maintenance and Asset Management management staff with safety training compliance and tracking.
Register department staff for job-related seminars, conferences, courses, and training; make travel arrangements when necessary.
Assist department staff with preparation and submission of travel reimbursements.
Assist with payroll processing through UKG for Centralized Maintenance and Asset Management, Engineering, and IT staff.
Assist with organizing Authority special events, including charity fundraisers and holiday-related programs.
Perform other duties as directed by the Chief Engineer or Vice President of Centralized Maintenance and Asset Management.
As needed or directed, support the ACUA’s environmental mission and customer service, including serving in an advocacy role, helping with site tours, and attending Authority events and activities.
Remain compliant with all training requirements for the position.