Utility Capital Projects and Compliance Administrator

City of Seguin•Seguin, TX

15d•Onsite

About The Position

Under general supervision, the Utility Capital Projects and Compliance Administrator serves as the primary administrative and technical support resource for the Utilities Department's capital improvement and operational programs. The position functions as the central coordinator for utility capital project documentation, financial tracking, regulatory reporting, and City Council agenda preparation. This role serves as the initial point of contact for the Utilities Operations Center and is responsible for providing a high level of customer service to employees, vendors, consultants, contractors, and the public. The Utility Capital Projects and Compliance Administrator provides advanced administrative and technical support to the Director of Utilities, Manager of Electric Utilities, Smart Grid Solutions Manager, Water / Wastewater Maintenance Manager, Wastewater Treatment Manager, Water Treatment Manager, Senior Utility Engineer, and the Asset Manager along with other utility staff. Duties include coordination and tracking of large-scale capital project budgets, regulatory reporting to TCEQ and other oversight agencies, preparation of reports and correspondence, data analysis, research, receptionist and dispatch support, and other assignments, as necessary. The position requires independent judgment in organizing, reconciling, and reporting financial and regulatory data within established policies and procedures.

Requirements

Knowledge of capital improvement program (CIP) administration within a municipal utility environment.
Municipal purchasing, contracting, and procurement regulations.
Utility regulatory compliance frameworks, including TCEQ reporting standards.
Standard mathematical and grammatical practices.
Knowledge of Microsoft software applications.
Proficient in Tyler Incode, Legistar, and Cityworks computerized maintenance management system or equivalent.
Must be punctual and possess excellent customer service, communication, and organizational skills.
Ability to perform work accurately in a detail oriented environment.
Ability to communicate orally and in writing.
Ability to prepare standard reports and spreadsheets using Microsoft software applications.
Ability to maintain confidentiality.
Ability to understand and follow instructions.
Ability to establish and maintain complex records and files.
Ability to organize data for reports.
Ability to operate standard office equipment, including computer, calculator, copier, fax machine, etc.
Ability to establish and maintain effective working relationships with co-workers and with the general public.
High school graduation, or its equivalent.
Knowledge of Microsoft Office.
Five (5) to seven (7) years of progressively responsible administrative experience in municipal utilities, capital project administration, public works, or a closely related field.
Strong technical software proficiency (Tyler Incode, Legistar, Cityworks) and municipal regulatory reporting experience.
Must possess a valid Texas driver's license with acceptable driving record.

Nice To Haves

Certification as a Notary Public
Advanced proficiency in Microsoft Excel (formulas, data validation).
Experience supporting municipal capital improvement programs (CIP).
Prior experience with utility regulatory audits or compliance reporting.
Bilingual Spanish (verbal and written).

Responsibilities

Serves as the primary administrator for utility capital project records, ensuring compliance with grant, audit, and regulatory requirements.
Independently reconciles capital project budgets, identifies discrepancies, and coordinates corrective actions with Finance and Utility Management.
Maintains official capital project tracking systems used for management decision-making and council reporting.
Coordinates regulatory submissions and supporting documentation for TCEQ compliance, audits, and inspections.
Develops and maintains standardized templates, tracking tools, and workflows for utility capital projects.
Provides technical administrative guidance to project managers, engineers, and consultants regarding documentation, invoicing, and reporting requirements.
Responsible for tracking and reporting on multi-million-dollar utility capital improvement budgets, including monitoring expenditures, pay applications, and funding sources.
Greets the public, utility suppliers, vendors, professional service consultants, and contractors coming to the Utilities Operations Center and directs them appropriately.
Provides administrative support to Director of Utilities, Manager of Electric Utilities, Smart Grid Solutions Manager, Water / Wastewater Maintenance Manager, Wastewater Treatment Manager, Water Treatment Manager, Senior Utility Engineer, and the Asset Manager along with other utility staff.
Maintains specialized knowledge relevant to Utilities department assignments.
Receives and screens phone calls and visitors. Responds to inquiries, obtains and furnishes information and/or refers to other department or staff members for more specific information.
Schedules and organizes meetings, training sessions, etc., and maintains up-to-date calendar of these events including managing calendars and schedules for all utility management staff and the UOC conference/meeting rooms.
Prepares resolutions, memos, ordinances, and presentations for utility related city council agenda items and loads material into Legistar (Granicus) software in preparation for council meetings, etc. May attend city council meetings as necessary.
Prepares purchase requisitions and/or expense vouchers; codes invoices, obtains necessary signatures, and distributes; orders and keeps current inventory of supplies; processes and reconciles monthly procurement card expenses.
Is responsible for establishing and maintaining manual and computerized office files and administration of records management program for the department.
Works cooperatively with department heads to prepare annual budget requests and periodic amendments, monitors budgets throughout the year and researches information pertaining to budget and/or expenditures.
Creates and maintains MS Excel workbooks to track all aspects of utility capital projects to include engineering proposals, city council agenda items, project budgets, pay applications, obtains signatures for contracts and distributes.
Works with Finance department to set up capital projects in Tyler.
Maintains data collection system, prepares routine statistical or numerical reports, and completes surveys and audits specific to the regulatory required reporting for water and wastewater monthly TCEQ reports and the city's bed and banks accounting plan.
Proofreads and edits manuals, brochures, fliers, technical reports, contracts, City Council memoranda, correspondence etc. for example, TCEQ correspondence, annual Consumer Confidence Report, interoffice memoranda, etc.
Prepare, develop, and/or maintain forms, rosters, mailing lists, mail outs, reports, letters, memos, manuals, documents, contracts, budgets, etc.
Receives, stamps, and distributes incoming and outgoing mail and prepares a variety of mail outs (i.e., certified, bulk, express).
Uses translation skills to answer Spanish speaking calls from the public; also edits/translates reports and documents as needed.
Independently performs specific research tasks.
Oversees the scheduling of all street banners and receives / processes payments.
Distributes meter cans to contractors as necessary.
May serve as back-up to Utilities Dispatcher when necessary.
Responsible for cash drawer to include cash handling, reconciling cash drawer, and making deposits in accordance with city cash handling policies.
Researches and responds to inquiries and complaints from the public and commercial customers regarding departmental concerns.
Manages conference registration and travel arrangements for department personnel.
May attend meetings to provide administrative support outside of normal business hours.
Observes all safety rule and procedures.
Performs other duties as assigned.