Administrative Assistant - Wastewater

Join our dynamic team as an Administrative Assistant in the Wastewater Division of the Public Works & Engineering Department! In this role, you'll provide crucial support to our team by managing schedules, handling correspondence, and assisting with project coordination. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to multitask in a fast-paced environment. If you're passionate about contributing to essential public services and thrive in a collaborative setting, we encourage you to apply today! The Administrative Assistant facilitates the efficient operation of the Wastewater Division by providing administrative, clerical, purchasing, and records management support to the Wastewater Superintendent and division staff. This position is central to the division's compliance efforts, directly supporting the Capacity, Management, Operations, and Maintenance (CMOM) program and managing recordkeeping and deadlines associated with the City's wastewater consent decree. Daily responsibilities include coordinating schedules, processing invoices and purchasing documentation, assisting with budget tracking, and managing work orders and training records. Serving as the primary point of contact, the Administrative Assistant ensures clear communication between staff, City departments, vendors, and the public while maintaining accuracy, discretion, and sound judgment under competing priorities. Duties Provides daily clerical support to the Superintendent and staff, managing correspondence and routing public or operational inquiries to the correct personnel. Prepares purchase requisitions, obtains vendor quotes, reviews invoices for accuracy, and coordinates with Finance to resolve billing discrepancies. Enters and updates maintenance assignments in Cityworks, and compiles operational, laboratory, and staff data into spreadsheets to support CMOM reporting. Manages division calendars, coordinates vendor appointments, prepares meeting materials, and drafts or proofreads formal letters and reports. Tracks division expenditures to assist with budget preparation, and monitors service contracts and agreement renewal dates. Maintains a calendar of consent decree deliverables and CMOM milestones, alerts staff of upcoming deadlines, and organizes inspection and laboratory records. Reviews time sheets and overtime records for payroll processing, and tracks employee licenses, continuing education hours, and training registrations. Organizes paper and electronic files according to retention procedures, monitors office supply inventory, and assists with fleet service scheduling. Supports emergency response efforts by maintaining active contact lists and tracking staff assignments and expenditures during major storms or power outages. Performs all other duties as assigned. Minimum Qualifications Required: High school diploma or equivalent (GED). Three (3) years of progressive administrative, clerical, office support, or closely related experience. Advanced computer processing skills. Valid driver’s license with an acceptable driving record (must obtain TX driver’s license within 90 days). Preferred: Associates or Bachelor’s Degree in a related field. Bilingual (Spanish). Prior municipal government experience. Municipal procurement, purchase orders, invoice processing, budget tracking. Experience supporting environmental compliance programs, consent decree reporting, or CMOM (Capacity, Management, Operations, and Maintenance) documentation. Knowledge, Skills and Abilities Knowledge of office administration, business correspondence, records management, confidentiality, purchasing, invoice processing, expenditure tracking, and payroll documentation. Proficiency in Microsoft Office, particularly Word, Excel, and Outlook, with the ability to learn Cityworks and other specialized software. Skill in accurate data entry, proofreading, preparing correspondence and reports, maintaining records, performing basic calculations, and identifying discrepancies or missing information. Ability to organize work, manage competing priorities, track assignments and deadlines, maintain documentation, and reconcile routine administrative and financial records. Ability to communicate effectively, provide professional customer service, follow up tactfully, and maintain positive working relationships with employees, supervisors, vendors, other City departments, and the public. Ability to learn wastewater terminology, facility operations, CMOM program requirements, and consent decree obligations to maintain documentation, track deadlines, and flag items requiring attention. Ability to work independently, exercise sound judgment, recognize when guidance is needed, and promptly communicate urgent operational concerns. Ability to work in an office environment, make occasional visits to City facilities while following safety procedures and using required PPE, and occasionally work outside normal business hours for deadlines, meetings, or emergency support. Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve. Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work overtime. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services. Overall Position Strength Demands Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.