Utility Administrative Coordinator

Utility Administrative Coordinator

Are you an organized, proactive problem-solver who thrives in a fast-paced environment? Do you enjoy supporting both office and field operations, delivering excellent customer service, and making a meaningful impact in your community? If so, we invite you to apply for the role of Utility Administrative Coordinator with our Utilities Department!

Performs essential technical and administrative support to the Utilities Department, ensuring smooth operations across both office and field functions.

The position combines customer service, inventory management, clerical duties, and coordination of emergency and non-emergency responses with appropriate staff. The employee delivers technical support to the Utilities Department and assists with customer service tasks. Responsibilities include creating and processing purchase orders, maintaining work order records, and managing the inventory of materials, supplies, tools, and equipment-covering, ordering, receiving, inspecting, and organizing field operations items. The employee also performs general office duties for the department. The role requires excellent communication skills, tact, courtesy, and customer service abilities for interaction with citizens and other stakeholders. A general understanding of city services is expected to address routine inquiries and refer non-routine matters to appropriate staff. The employee serves as the departmental safety coordinator Work is performed under the general supervision of the Field Operations Manager and is evaluated based on customer service quality and timely completion of multiple tasks.

Technical and Administrative Support : Assist the Utilities Department with day-to-day operations, including customer service and coordination of field activities.

Customer Service : Serve as a point of contact for citizens and staff. Provide courteous, informed responses to routine inquiries and complex issues to appropriate personnel.

Purchase Order Management : Create, process, and track purchase orders for materials, supplies, tools, and equipment. Reconcile procurement cards.

Inventory Oversight : Maintain accurate inventory records; order, receive, inspect, and organize items.

Emergency Response Coordination : Receive and respond to emergency and non-emergency calls. Dispatch crews based on urgency and availability. Scheduling sampling times or coordinating area flushing.

General Office Duties : Perform clerical tasks such as filing, data entry, and document preparation.

Accounting and Purchasing Support : Assist with basic accounting, budget tracking, and purchasing activities.

City Services Knowledge : Maintain general knowledge of city services to guide inquiries and support operations.

Office Administration : Plans, coordinates, and administers a broad range of general office functions.

Safety Coordination : Serves as Department Safety Coordinator.

Program Records : Maintain records for Backflow Cross Connection and FOG programs.

GIS Support : Assist with GIS updates.

Meter Data Entry : Enter meter information into billing system.

Other Duties : Perform other related duties as assigned.

Thorough knowledge of modern office practices and equipment.

Excellent verbal and written communication skills.

Strong clerical and accounting tasks, including recordkeeping and purchasing.

Ability to multitask and prioritize in a fast-paced environment.

Knowledge of municipal services and city infrastructure.

Strong organizational skills and attention to detail.

Ability to effectively communicate with citizens of the community.

Ability to establish and maintain effective working relationships with city officials, citizens, employees, and other stakeholders.

Work in this position is light work (exerting up to 20 pounds of force occasionally and / or up to 10 lbs. of force frequently, and / or negligible amounts of force constantly to move objects).

Physical activities include climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, and repetitive motions. The employee must have the visual acuity to prepare and analyze data / figures, perform accounting, perform transcription, operate a computer terminal, and perform extensive reading. The employee is subject to both inside and outside environmental conditions.

Requires a valid NC Class C Driver License, high school diploma or equivalent, supplemented with vocational or technical training in office support (e.g., associate degree or diploma). Some experience in customer service, clerical work, or accounting preferred. Equivalent education and experience accepted.

Inclment Weather / Emergency Response : Essential

Safety Sensitive Position : Yes

FLSA Status : Non-Exempt

Disclaimer

This classification specification has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform the job. The Physical Requirements and Working Conditions section of this classification may vary from position to position and a more thorough description of these elements can be found in the employee's Position Description Questionnaire(PDQ). The City reserves the right to assign or otherwise modify the duties assigned to this classification.