MWSD Office Assistant

Position Summary

The Water Department Office Assistant is responsible for supporting the daily administrative and operational functions of the Water Department. This position serves as a key liaison between field operations, customer service, and leadership to ensure efficient workflow, accurate recordkeeping, and effective communication.

The Office Assistant helps maintain organizational structure within the department by coordinating work orders, managing documentation, assisting with regulatory reporting, and supporting internal processes that enable reliable service delivery to the community.

Essential Duties & Responsibilities

Administrative Coordination

• Serve as the primary administrative support for Water & Wastewater leadership and field operations
• Coordinate internal communications between field crews, billing, customer service, and management
• Assist in organizing daily, weekly, and monthly operational documentation
• Maintain department calendars for meetings, training, inspections, and deadlines
• Prepare reports, memorandums, and correspondence as requested

Work Order & Operational Support

• Assist with creation, tracking, and closure of work orders within Cityworks or other asset management systems
• Coordinate service requests between office staff and field crews
• Ensure timely entry of service order data
• Maintain accurate records of repairs, installations, and system maintenance activities

Recordkeeping & Documentation

• Maintain organized electronic and physical filing systems
• Track permits, service requests, inspections, and regulatory documents
• Assist with maintaining GIS-related documentation and asset records
• Support documentation needed for audits, compliance, and reporting

Customer & Billing Support

• Act as a liaison between operations staff and billing/customer service teams
• Assist in resolving service-related billing inquiries
• Coordinate meter exchanges, service installations, and customer service requests
• Support accuracy in meter reading and service documentation

Compliance & Reporting Support

• Assist in preparing operational reports for leadership
• Support regulatory documentation as required by TDEC and EPA
• Help track sampling, inspections, and maintenance logs
• Maintain documentation for internal and external reporting

Procurement & Budget Assistance

• Assist with purchase requisitions and documentation
• Track invoices related to operational activities
• Maintain records for equipment, supplies, and services
• Support coordination of vendor services and scheduling

Technology & Systems Support

• Assist with Cityworks and GIS data entry
• Support implementation of new office or operational systems
• Help maintain internal reporting tools and templates
• Coordinate training documentation for staff

Knowledge, Skills, & Abilities

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Ability to work effectively with field personnel and administrative staff
• Working knowledge of office software (Microsoft Office or equivalent)
• Ability to maintain confidential records
• Attention to detail and data accuracy
• Basic understanding of municipal operations preferred
• Familiarity with work order or asset management systems (Cityworks preferred)

Minimum Qualifications

• High school diploma or equivalent required
• Associate degree in business administration, public administration, or related field preferred
• Minimum of 2–3 years of administrative or coordination experience
• Experience in municipal or utility environment preferred

Working Conditions

• Office-based position with frequent coordination with field operations
• Occasional site visits may be required
• Standard municipal work schedule with occasional extended hours during emergencies or special projects
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Impact of Position

The Office Assistant plays a critical role in ensuring smooth communication, accurate documentation, and operational efficiency within the department. This position supports both daily service delivery and long-term infrastructure management by helping maintain the administrative backbone necessary for a modern, accountable utility operation.