Job Description:

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 (NYSE:AWK) is the largest and most geographically diverse U.S. publicly traded water and wastewater utility company. The company employs more than 6,400 dedicated professionals who provide regulated and regulated-like drinking water and wastewater  services to an estimated 14 million people in 25 states. American Water provides safe, clean, affordable and reliable water services to our customers to help keep their lives flowing.  For more information, visit amwater.com and follow American Water on Twitter, Facebook and LinkedIn.

Do you know what it takes to support an industry leader? Do you have a knack for keeping office tasks on schedule and in order? If so, this Office Administrator role may be just the right fit! This role helps provide critical support to our office and daily operations at California American Water.  We provide support and services to 2,700 customers in Sonoma County. What will you do? In this position, you will handle invoices, purchase orders, and to day-to-day and monthly reporting for the district. This person will be the first point of contact for customers when they visit our office, so customer service is key! Our winning candidate will be self-motivated with strong time management skills. Help keep our office flowing in this highly critical role. 

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.

Primary Role

This administrative support/operations specialist position provides administrative, analytical, and operational support to the district office including the Field and Production departments. This role may include assisting supervisors with procurement, scheduling work, communicating with the other departments, safety, assisting team members, and handling customer inquiries and payments. 

Key Accountabilities

• Prepare, analyze and evaluate reports on a wide variety of items including variances related to specific department work processes, regulatory requirements, budget, capital expenditures, work orders, departmental and/or organizational performance, etc. 


• Provide general administrative support for day-to-day managerial and departmental needs and special projects, which may include but are not limited to composing correspondence, obtaining permits, preparing and distributing meeting minutes, processing purchase card and fleet related expenses, initiating purchase transactions, processing and tracking purchase orders and invoices, document preparation, etc. 


• Respond to customer inquiries which may include, but are not limited to gathering information from operational leadership, speaking with customers and explaining company processes and billing. 


• Front desk duties including handling walk-in customer payments and questions. 


• Receive and distribute operational workflow requests and work orders.


• Enter data and perform analysis using information systems.


• Schedule daily operational work based on priority outlined by operational leadership using a work management system. 


• Work collaboratively with other functions to optimize business performance and customer satisfaction. 

Knowledge/Skills

• Demonstrate administrative skills. 


• Effective communication skills (verbal and written).


• Demonstrated ability to manage and prioritize tasks. 


• Effective problem solving and analytical abilities. 


• Thorough understanding of standard business practices and principles, including basic accounting and budgeting. 


• Strong knowledge of computers, in-depth knowledge of Microsoft Office suite and other pertinent software. 


• An understanding of collective bargaining agreements (if applicable), safety and regulatory requirements. 


• Knowledge of water or relevant utility industry operations, water and/or wastewater distribution regulations, water system equipment, piping, tanks, pump stations, construction practices, engineering concepts, company policies and procedures and effective safety practices.


• Reinforce leadership activities and decisions. 


• Contribute to effective communication and culture by listening and providing feedback, supporting an open and honest work environment and cascading and sharing relevant knowledge and information to employees.


• Assist with training and development, knowledge transfer, instilling safe work practices, regulatory and environmental compliance activities. 


• Assist with field work including pick-up and delivery tasks, accessing repairs made by contractors, completing related paperwork and/or handling Public Utility inquiries. 


• Assist with fleet management, vehicle repairs and facility maintenance.

Experience/Education

• High school diploma or equivalency required.


• Associates level degree in business or related field of study is preferred.


• A minimum of 5 years of work experience with at least 3 years in accounting, payroll or administrative work. 

Work Schedule/Hours

• Full-time


• Monday-Friday, 7:30am-4pm PST


• Overtime potential 

Travel Requirements

• Local and occasional regional travel may be needed.

Competencies

Champions safety

Collaborates

Cultivates innovation

Customer obsessed

Drives Results

Nimble 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 they are an individual with a disability, protected veteran or other status protected by federal, state, and local laws.

 

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