Job Description

Posting number: 2026-83

Department: Public Works

Division: Public Works Admin

Job classification: Administrative Assistant I - Utility Services

Posting type: Open & Promotional

Categories: Administrative Assistant, Public Works, Customer Service

Provides administrative, financial, and operational support to the Utility Services Division, including invoicing, purchasing, payroll support, regulatory documentation, and customer service coordination. The position works independently to ensure accurate processing, regulatory compliance, and efficient daily operations.

Examples of duties

• Provides administrative and clerical support to the Utility Services Division, including correspondence, document preparation, record retention, inventory management, and office supply coordination.
• Processes invoices, purchase requisitions, purchase orders, check requests, and procurement card transactions for Utility Services operations.
• Assists with budget development and financial tracking by compiling historical expenditure data, maintaining spreadsheets, and identifying spending trends for management review.
• Reviews and verifies employee timesheets for accuracy, maintains payroll documentation, and provides authorized secondary review of time records.
• Prepares, maintains, and organizes required regulatory documentation and data entries, including TCEQ compliance records, Texas Water Development Board (TWDB) reports, and FMCSA Training Provider Registry (TPR) CDL training entries, to ensure regulatory compliance and audit readiness.
• Serves as a primary point of contact for incoming Utility Services calls; creates service tickets, dispatches field personnel, routes requests appropriately, and assists in de-escalating customer concerns when possible.
• Utilizes Tyler systems, Microsoft Excel, Time Clock systems, and Microsoft Office applications to support financial processing, payroll review, reporting, and departmental operations.
• Adheres to the personnel, safety, and department policies and procedures.
• Assists other coworkers as needed.
• Performs other duties as assigned.

Qualifications

Minimum Qualifications

• High School Diploma or GED required.
• Minimum of two years of general office experience required.

Physical Abilities

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.*

• Must be able to type, see, read, talk, hear, and write to perform essential duties.
• Must be able to lift boxed documents up to 52 pounds with a dolly.

* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supplemental information

Desired Qualifications

• Prior experience in utility services, public works, or a related operational environment preferred.

Knowledge/ Skills / Abilities

• Knowledge of office practices and procedures, including records management and administrative workflows.
• Knowledge of budget tracking, payroll support, and financial documentation processes.
• Skilled in communication, both oral and written, including spelling, grammar, punctuation, and sentence structure.
• Skilled in typing, data entry, and computer operations with speed and accuracy.
• Skilled in using office software including Microsoft Office.
• Skilled in preparing and reviewing documents, agendas, minutes, and correspondence.
• Ability to understand and carry out oral and written directives, prioritize multiple tasks, maintain professionalism under pressure, and meet deadlines effectively.
• Ability to maintain confidentiality of sensitive information and work cooperatively with coworkers, supervisors, vendors, and citizens.