Administrative Assistant

Incumbent serves as Administrative Assistant for Utilities. Provides administrative support to the director and department employees through effective verbal and written communications and attention to detail.  
This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without reasonable accommodation:
Track and report on all safety and training data and outcomes.

Coordinate the Department's Safety Program by creating and distributing weekly safety topic emails, ensuring the provision of personal protective equipment (PPE) for the Department, and collaborating regularly with the City's Risk Division regarding accidents and safety-related matters, including assisting Risk in investigations.

Facilitate the scheduling and posting of the Department's training, testing, and travel by scheduling and advertising training opportunities, including continuing education units (CEUs) for certifications, recertifications, and licenses; maintain records of all compensable licenses required by AFSCME union employees; facilitates the processing of CBU’s travel and training requests. 

Serve as the liaison between the Department and City Human Resources by maintaining regular communication regarding policies, updates, and personnel changes; print and post Human Resources communications related to policy and procedure changes and job vacancies.

Complete all Personnel Information Request (PIR) forms for new hires, transfers, pay changes (including certifications), and terminations.
Assist supervisors with the job posting process.

Coordinate the Utilities Department orientation by guiding new hires through departmental orientation and communicating departmental procedures and policies.
Provide administrative support to the Director, including updating the organizational chart, maintaining files, and communicating information to staff.



Take all reasonable steps to maintain a safe work environment.

Perform administrative duties for other staff during their absence or as needed.

Participate on the Employee Appreciation Committee and coordinate departmental recognition events.

Participate in the City's quarterly safety meetings.


Minimum knowledge equivalent to a high school diploma/GED with specialized training in a related field or equivalent knowledge, skills, and abilities to perform the essential duties of the position.

Minimum experience equivalent to at least a year working in a similar position preferred.

Proficient with Microsoft Word and Excel or Google Suite.

Ability to obtain a driver's license.

High school diploma or GED required, with specialized training in office administration or a related field, or an equivalent combination of knowledge, skills, and abilities to perform the essential duties of the position.

At least one year of experience working in an office environment is preferred.

Proficiency with Google Workspace (Google Suite).

Valid driver's license or the ability to obtain one.