Administrative Support Specialist – Serving Our Community’s Water Needs

The Sr Admin, Operations Support is responsible for providing day-to-day administrative support. 

Work Schedule is 8:00 a.m. to 4:30 p.m.

This position may be eligible for annual incentive pay and you will have the opportunity for continued salary growth. In addition to compensation, you will receive a comprehensive benefits package including 401(k), Defined Contribution Plan, Employee Stock Purchase Plan, medical, prescription, dental and vision coverage, plus disability, paid time off, life insurance, voluntary benefits, health and wellness programs and much more!

American Water employees also receive learning opportunities and work experiences to grow professionally.

Key Accountabilities

• Provide general administrative support for day-to-day managerial and departmental needs and special projects, which may include but are not limited to, providing travel arrangement support, maintaining departmental calendar of events, maintaining inventory of office supplies, equipment, and material, composing correspondence, obtaining permits, preparing and distributing meeting minutes, process purchasing card and fleet related expenses, initiating purchasing transactions, document preparation, payroll support, sewer disconnect contract management
• Provide any additional assistance and research and resolves difficult customer questions, concerns, difficulties, inquiries and/or problems.  May include, but is not limited to, gathering information from operations leadership, speaking with customers, and explaining company processes.  Manage and respond to Business Process Exception Management (BPEMs)
• Serve as a first level resource for various departmental or functional issues which may be related to customer service, operational excellence, regulatory compliance, etc.
• Provide or facilitate training for internal staff/departments
• Administer and coordinate the preparation and completion of work orders in accordance with company policies and practices.
• Compile and review numerous essential reports on a daily/weekly/monthly basis.
• Enter data and perform analysis in information systems.
• Local inventory support.  Maintain inventory records and prepare reports.  May work with vendors to resolve routine supply and distribution discrepancies.  Set up new vendors, review invoices, respond to vendor requests for investigation into payments, submitting contracts and approvals, report to the appropriate parties, and request disbursements.
• Provide and maintain a variety of advanced accounting information including, but not limited to, payroll, accounts payable, invoices, inventory issues/receipts, purchase orders, customer payments, and bank deposits.
• Research and compile updates information in various systems, including databases, spreadsheet and word processing programs.
• Use and maintain business systems and other reporting tools to enter, compile, calculate, track, reconcile, report and clean-up data pertaining to various processes which may include but are not limited to, departmental operations, time and labor, capital programs, field projects, work orders, regulatory compliance, and employee records.

Knowledge/Skills

Knowledge:

• Knowledge of customer and/or operations support practices.
• Intermediate level experience with computerized systems, database management, spreadsheet and word-processing programs to process data and create reports.
• Strong knowledge of computer software such as MS Word, Excel and Outlook.

Skills:

• Process and project management skills.
• Good business acumen and judgment.
• Good quantitative and analytical skills; attention to detail.
• Good verbal and written communication skills (e.g., report writing, listening, plan reading and creating, and presentation).
• Strong interpersonal skills (e.g., tact/diplomacy, persuasion, team building, cooperation, leadership, ability to motivate others.

Experience/Education

• High School Diploma or GED
• 5+ years’ experience in clerical / administrative support 

Work Environment

• Standard indoor office environment 

Competencies