OFFICE ASSISTANT- 40010100
About The Position
The Utilities Division Administration Office is a critical support hub, ensuring that daily operations across multiple functional areas run smoothly and efficiently. This position provides simultaneous, high-level administrative assistance to department managers in Administration, Compliance, Project Management, the Plant Superintendent, and the Deputy Director of E&ES/POTW Director. Strong multi-tasking, communication, and organizational skills are essential, as the role helps maintain operational continuity for both internal staff and external partners. The impact of this role directly contributes to the Division’s efficiency, customer service quality, and regulatory readiness. Key responsibilities include answering phones, monitoring the Division’s main email inbox, responding to customer and vendor inquiries, coordinating vendor and visitor access, and supporting accounts payable and receivable functions. The position also maintains essential databases and spreadsheets, manages mail and filing systems, oversees Laserfiche archiving, and ensures accurate administrative recordkeeping. This role is also instrumental in the initial setup and data collection stages of the Division’s forthcoming asset management system, supporting long-term planning and infrastructure management. Work is performed under the supervision of the Senior Administrative Officer and Contracts Specialist at the Utilities Division Adminstration Office, located at the County Triangle Wastewater Treatment Plant (TWWTP).
Requirements
- Knowledge of standard office practices, procedures, and equipment.
- Knowledge of office accounting and record keeping procedures, mathematics, and their application in the workplace.
- Knowledge of departmental programs and policies.
- General knowledge of organizational policies and procedures.
- Skilled in the use of Microsoft Outlook, Word, and Excel.
- Skilled in communicating clearly and effectively both orally and in writing.
- Ability to perform accurate data entry at a reasonable rate of speed.
- Ability to organize and maintain effective filing systems.
- Ability to achieve thoroughness and accuracy when completing tasks.
- Ability to work independently.
- Ability to multitask and work under high volumes of activity.
- Ability to take initiative and use creative and innovative thinking to find solutions to business problems.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to prepare routine reports and correspondence with speed and accuracy.
- Ability to respond or route routine inquiries.
- Ability to record and compile information based on general guidelines.
- Requires high school graduation or GED equivalent supplemented by one year of office support, customer service, accounting, bookkeeping, or finance experience; or an equivalent combination of education and experience.
- Must possess a valid North Carolina driver’s license with a three-year acceptable driving record.
Nice To Haves
- Minimum one year experience in Public Works or Utility Administration/Support or minimum of two years’ experience in Accounts Payable and Accounts Receivable functions utilizing financial software or ERP system.
Responsibilities
- Assist with customer service tasks such as answering phone calls, intake of customer complaints and routing to supervisors, greeting visitors and granting facility access, includes responding to routine information requests and inquiries from utility services customers, engineers, developers, contractors, and industry contacts.
- Monitor Utilities main e-mail inbox; print invoices and account statements, respond to customer and vendor inquiries, route to applicable supervisors as needed.
- Assist with Accounts Payable functions; prepare and process outgoing weekly batch sheets, and monthly procurement card transactions, submit new vendor documents for account setup.
- Assist with Accounts Receivable functions; report on daily electronic funds and checks received.
- Assist with Divisions contract file maintenance and tracking spreadsheet.
- Assist with monthly fuel card receipt audit and submission to County Fleet.
- Order and maintain office supplies as needed.
- Sort and log mail, scanning, copying, filing, and Laserfiche archiving.
- Prepare communications such as emails, letters, reports, and other correspondence.
- Prepare shipping and USPS certified mail labels and documentation as needed.
- Assist in collecting inventory and equipment data, implementation, and monitoring of programs for the department, including the asset management database.
- Assist with creation of processes and operating procedures.
- Maintain and monitor appearance of front office, conference room and stockroom.
- Review reports and other information about the operation of the Triangle Wastewater Treatment Plant (TWWTP) and associated Collection System.
- Complete research as needed for upgrades and repairs for equipment and new innovative technologies.
- Perform other duties as assigned in assistance to the Division.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
