Administrative Assistant for Water Utility

• Oversees all aspects of general office coordination.
• Administration of work orders to FSR/Field Service Representatives (FSRs).
• Maintains office calendar coordinating workflow and meetings.
• Answers telephones, responds to callers, takes messages and/or transfers to the appropriate staff.
• Opens, sorts, and distributes incoming mail and faxes.
• Files and retrieves organizational documents, records and reports.
• Signs for UPS/Fed Ex and prepares outgoing packages for shipment.
• Coordinates and manages office services, e.g. housekeeping, copier maintenance, etc.
• Purchases and maintains office supplies and inventory.
• Assists Customer Care Coordinator with the meter program for the division. Schedules appointments, mails out customer reminder cards and sets schedules. Generates and mails letters for meter changeout program as needed.
• Updates and maintains company applications and software (Service Link, Banner) to document customer service issues and coordinate work schedules and activities.
• Maintains confidentiality in all aspects of customer and employee information.
• Interacts with employees, customers, vendors and visitors.
• Acts as a notary public for the office. Maintains notary public certification.
• Coordinates vendor work schedules. Sets appointments (e.g.: meter testing, office maintenance, divisional projects).
• Process invoices and responds to vendor inquiries related to Accounts Payable.
• Creates and modifies documents, reports, memos, and letters using Microsoft Applications.
• Conducts research, compiles data and prepares papers for senior management as requested.
• Performs other duties as assigned, responsibilities in the division and office can change and tasks must be completed to operate the business effectively.
• Other duties as assigned.

• High school diploma or equivalent.
• Minimum of 1 year of relevant experience preferred.
• Notary for New Jersey or must attain the license within 6 months of employment.

• Proficient in Microsoft Office (Email, Word, Excel, PowerPoint).
• Excellent written and verbal communications skills; communicate effectively (clearly, concisely and professionally) with internal customers.
• Strong customer service skills.
• Ability to work well under pressure.
• Ability to work on multiple projects simultaneously and adapt to changing priorities in a fast-paced environment.
• A team player able to work effectively in a team fostered multi-tasking environment.

• Family members cannot result in a supervisor/subordinate reporting relationship
• Family members cannot work in the same department.

Aqua America