Utility Administrative Assistant - Facilities Services - UTK

University of Tennessee•Knoxville, TN

5d•Onsite

About The Position

This position provides invoice processing and accounting, financial, and payroll support for the Utility Department, including the steam plant. This person serves as a key liaison between accounting, customers, and utility operations, ensuring accurate recording of utility services, work orders, labor entries, and billing data. The role supports timely invoicing, correct chart-of-accounts coding, vendor payments, and accurate time and payroll records. Additional duties include administrative support, document management, and coordination of work requests across utility subunits to ensure proper tracking and closeout.

Requirements

High School diploma or GED
Two (2) years of experience in administration, accounting, and/or timekeeping
Knowledge of Work Order Management Systems
Knowledge of corporate purchasing and payroll systems
Ability to use a computer and database, word processor, excel, email, and presentation software
Accuracy and attention to detail, ability to work under stress
Ability to work well with others and to be courteous even when being challenged
Knowledge of chart of accounts and billing processes.

Responsibilities

Performs accounting activities in the maintenance of accounting, financial, and payroll records according to established practices and procedures.
Processes and audits accounting documents and personnel forms as follows: maintains and accounts for daily receipts; prepares invoices for processing, analyzes invoice for accuracy and completeness; verifies items received and verifies purchases made against Purchase Orders and Procurement Card; Reviews and participates in the preparation of purchase requisitions.
Assist with Utility budget and budget accounting.
Assembles and prepares utility data for general ledger posting verification.
Checks for correctness and completeness of information.
Works in conjunction with Purchasing and Accounts Payable units on processing orders.
Verify that labor, materials, and service descriptions entered in the DASH work order system align with the work performed
Prepares time sheets for time entry of utility personnel; verifies time and payroll data with foreman.
Assist with travel requests and travel expense reimbursement requests within DASH; advises on proper documentation and processing procedures to include conference registration or direct bill of airfare guidance.
Issue work orders based on incoming requests and monitor them from creation to completion including verification of billing.
Verify that labor, materials, and service descriptions entered in the DASH work order system align with the work performed.
Coordinate service outages for utilities, maintenance and other facility units.
Coordinate work and assignments with Maintenance Clerk and fills in during times of absence.
Create or assist others with entering work orders, track time and purchase entries, completion of work, follow through close out and billing.
Track overtime to ensure completeness and details on work orders.
Compiles financial work order information for reports and utility usages.
Maintain an organized system for work orders, leave records, service logs, and departmental documents.
Responsible for clear and professional communication with staff, supervisors, customers, and accounting team.
Serve as a point of contact for the unit.