Diversity of backgrounds, ideas, thoughts, and experiences is vital to our culture and the way we do business. Creating an environment where differences are embraced and where every person feels engaged and included makes us safer, stronger, and more successful.
With a history dating back to 1886, American Water is the largest and most geographically diverse U.S. publicly traded water and wastewater utility company. The company employs more than 7,000 dedicated professionals who provide regulated and market-based drinking water, wastewater and other related services to 15 million people in 46 states. American Water provides safe, clean, affordable and reliable water services to our customers to help make sure we keep their lives flowing. For more information, visit amwater.com and follow American Water on Twitter, Facebook and LinkedIn.
Pennsylvania American Water is looking for an Administrative Assistant - Staff Support to join our professional team in Scranton, Pennsylvania.
This person will be responsible for the following as well as general administrative and clerical support.
Performs activities to monitor and maintain inventory control, evaluates inventory levels, and reorders as necessary.
May perform receiving, stocking, distributing, and packing in addition to inventory control.
Maintains inventory records and prepares report and may work with vendors to resolve routine supply and distribution discrepancies.
PLEASE NOTE: In order for American Water to evaluate decisions about new regulations, reintegration, and safe operating practices, all employees are required to report their vaccination status.
Key Accountabilities
*Performs activities to monitor and maintain inventory control, evaluatesinventory levels, and reorders as necessary.
May perform receiving, stocking, distributing, and packing in addition to inventory control.
Maintains inventory records and prepares reports. May work
with vendors to resolve routine supply and distribution discrepancies.
*Works with Shared Services on problems related to purchases, issues, chemicals and vendors.
*Creates Purchase Orders for inventory and non-inventory.
Assists with annual cycle counts related to Stock C for divisions.
Assists with annual treatment chemicals budget request for bidding purchases. (10%)
*Provides general administrative and clerical support for day-to-day managerial and departmental needs and special projects which may include, but are not limited to: composing routine letters, obtaining permits, preparing and distributing meeting minutes, handling travel arrangements, Pcard/workbasket processing, document preparation, etc.
*Reviews workbasket invoices for Department.
*Submits contract Approval Forms and contracts through approval process, and maintains records for division.
*Processes journal entries, and provides data to Shared Services for division.
*Supplies backup data for miscellaneous invoices for outside the contract charges to Blue Grass Station (Operations Management Contract).
*Requests new vendor through Procurement, and obtains necessary support data.
*Creates Disbursement Requests for division.
*Orders and maintains inventories of office supplies and equipment for
Department and division.
*Processes UPS shipments.
*Coordinates special events such as training classes, celebrations and visitor tours.
*Maintains Department Calendar. (20%)
*Serves as a first level resource for various departmental or functional issues which may be related to customer service, customer billing, water supply, regulatory issues, etc.
Answers routing questions and assists in recognizing and troubleshooting large problems.
*Responds to vendor requests for investigations into payments, and coordinates with Shared Services.
*Picks up, delivers and distributes mail for division.
*Fields inquiries from customers related to Water quality and property maintenance. (10%)
Additional Key Accountabilities
*Uses and maintains relational databases and other reporting tools to compile, calculate, track, report and clean up data pertaining to various reoccurring processes which may include, but are not limited to: water plant operations, capital programs, field projects, work orders, regulatory compliance and employee records.
*Performs tasks in PowerPlant for department work orders such as:
*Provides retirement and asset information for initiation of work order;
Updates estimates as needed; Puts work orders in service;
Completes work orders; Processes As-Builts; Updates monthly reforecasting of funding project; applies monthly accruals; and provides Department with work order status.
*Provides monthly Income Analysis reports for department business units from JDE.
*Reviews, processes and approves, as Administrative approver, Pcard purchases in Pathway, and prints weekly statements.
*Maintains comparative database with operator certification credits in
Division of Water website, and resolves discrepancies. (20%)
*Analyzes and evaluates reports and/or prepares variances related to specific department work processes which may include, but are not limited to: Business systems, regulatory requirements, budgets, capital expenditures, work orders, departmental and /or organizational performance, etc.
*Maintains monthly spreadsheet for reforecasting O&M expenses for business units, and provides data for quarterly financial reforecasts.
Provides O&M accrual spreadsheet for business units.
*Provides variance explanations for actual vs. budget expenses for business units.
*Updates monthly CWIP aging reports on work orders.
*Trains and assists department on budget related issues.
*Maintains monthly income analysis spreadsheet for expenses for Blue
Grass Station (Operations management Project).
*Obtains copies of Kentucky Utilities bills for Fuel/Power calculations and business processes and submits expense statements for department. (20%)
*Completes various payroll and accounting tasks such as processing payroll,entering payroll data into system database, running reports, tracking overtime, verifying accuracy of figures and computations, balancing and reconciling accounts, and researching and responding to discrepancies.
*Inputs Production, management, ATS and union personnel Payroll in JDE, and submits Payroll Edit Report to Shared Services.
*Processes and submits expense statements for the department.
*Completes and submits absence/occurrence reports to Human Resources.
*Maintains department overtime report with explanations of overtime worked, and enters overtime for non-union in company Access database.
Provides Human Resources with personnel address/name changes, direct deposit, etc.
*Inputs monthly mileage data in company database, and submits form 525A to Shared Services for Department.
*Creates User Data Requests for new employees for net __(20%
Experience/Education
High School Degree or G.E.D. required.
Associate's or higher college degree desired
Minimum of three to five (3 - 5) years of business related experience.
Utility experience preferred.
Work Environment
Predominantly office environment with some work at plant facilities
Competencies
Champions safetyCollaboratesCultivates innovationCustomer obsessedDrives ResultsNimble learning
Join American Water...We Keep Life Flowing™
American Water is firmly committed to Equal Employment Opportunity (EEO) and prohibits employment discrimination for employees and applicants based on his or her age, race, color, pregnancy, gender, gender identity, sexual orientation, national origin, religion, marital status, citizenship, or because he or she is an individual with a disability, protected veteran or other status protected by federal, state, and local laws.
