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Administrative Assistant
Tampa, Florida, United States - 33621

U.S. Water Services Corporation is a well-established and diverse water and wastewater utility organization specializing in utility maintenance, operations, engineering and construction services. U.S. Water is a fast paced and rapidly expanding company headquartered in New Port Richey, Florida with a staff of over 700 employees in eighteen states.

The role of the Administrative Assistant is to support the role of Contract Administration by managing and processing data for input, analysis, reporting and record keeping.

Primary Role, Responsibility & Job Requirements:

  • Manage the transmittal process of incoming and outgoing documents through electronic mail, physical mail and hand to hand delivery with business counterparts.
  • Manage the processes of vendor invoicing approval to staff for approval and assist Contract Administrator with preparation of monthly customer invoices and transmittals.
  • Manage, process, and track completion of utility location requests and utility service applications from Base customers and Government contractors.
  • Serve as the local in office customer service business representative by:
    • Greeting walk in customers and clients and analyzing their needs.
    • Receive incoming business calls and determine the appropriate actions needed to handle those calls effectively.
    • Working effectively with co-workers to provide a positive and efficient customer experience.
  • Assist Contract Administrator in tracking, preparing, and sending solicitations and bid packages to registered small business concerns.
  • Assist Contract Administrator in preparing budget reports for use by managerial staff.
  • Assist Contract Administrator in coding and population of business invoices and receipts.
  • Assist Contract Adminstrator with miscellaneous document scanning, filing, and recordkeeping for paper and electronic documents.
  • Assist Contract Adminstrator with the setup of paper and electronic job files in accordance with local filing plan.
  • Serve as support to the Contract Administrator in the processing Notices, Changes in Work and Lien Release.
  • Must be able to pass a drug test and maintain a clean background check to work on the premises
  • Dress Attire should be Business Casual. Closed toed shoes must be worn at all times.
  • Provide reliable transportation to and from work

Secondary Roles & Responsibilities to include:

  • Properly input completed preventative maintenance work order information into the Utilities Computerized Maintenance Management System
  • Manage the input of emergency and planned service requests into the utility's Computerized Maintenance Management System
  • Use Utility Computerized Maintenance Management System to generate daily work orders for the maintenance department staff.
  • Assist Project Managers in creating and compiling construction project closeout documents and creation of project deliverables. Create and track document transmittals for the MacDIll Construction Department.
  • Assist with the Pickup of mail from on-Base P.O. Box.

Reporting Assignment.

Direct report to Contract Administrator with oversight from USW Utility Director.

Compensation and Benefits: Pay is commensurate with experience and market-reflective. US Water/USW Utility Group offers a comprehensive benefits package including medical, dental, vision, life insurance, short/long-term disability, paid time off, holiday pay and 401k with company match.

US Water/USW Utility Group offers competitive wages and benefits and is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, national origin, age, veteran status, disability, or any other protected class.