Administrative Assistant
REPORTS TO: Construction Supervisor
DEPARTMENT: Engineering
SCHEDULE: Monday - Friday, 8:00 AM - 4:30 PM (some flexibility with hours)
Position Summary:
The Administrative Assistant provides comprehensive administrative and operational support to the Engineering Department. This includes processing utility locate requests, managing permit applications, handling contract documentation, supporting compliance and budgeting efforts, and assisting with internal and external communications. Additionally, this position administratively contributes to the regulatory compliance and efficient operations of the District.
Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Administrative & Departmental Support:
- Provide general administrative support to all levels of Engineering management and staff; assist other departments as needed.
- Maintain and update Standard Operating Guidelines (SOGs) and internal procedures.
- Prepare internal and external communications, including reports, memos, and presentations.
- Serve on internal and external committees, as needed.
- Prepare/Track all state/county/city permits for work done by Distribution Department
Utility Locate & Service Coordination:
- Manage utility locate requests via phone and email, respond to inquiries with confirmation numbers, enter requests into Lucity, generate reports, and coordinate with the Utility Locate Technician.
- Retrieve service contracts, create and complete work orders, generate service lists, and log installations.
- Coordinate and document restoration work associated with service installations or repairs.
Financial & Data Management:
- Process and track invoices related to flow tests, developer billing, and new service installations.
- Record flow test results and submit related water loss data. Work Request/Work orders for flushing.
- Facilitate proper documentation and retention through established records management procedures.
Communication & Customer Service:
- Interact and communicate effectively with employees, contractors, regulatory agencies, and customers.
- Respond promptly and professionally to internal and external inquiries.
- Support the delivery of timely and accurate information across stakeholders.
Compliance & Safety:
- Ensure compliance with NKWD policies, including safety protocols and incident reporting.
- Maintain confidentiality and adhere to standards related to data privacy and organizational conduct.
Required Education and Experience:
- High School diploma, GED or equivalent experience.
- Minimum of 1-3 years of experience in a similar role.
Skilled In:
- Establishing cooperative and respectful working relationships across teams.
- Utilizing Microsoft Office and enterprise software systems (e.g., Lucity, GIS, permit tracking tools).
- Managing multiple priorities and working in a deadline-driven environment.
- Strong written and verbal communication skills.
- High attention to detail, organizational skills, and ability to handle confidential information.
Work Environment and Physical Demands:
This job primarily operates in a climate-controlled environment. Works with office equipment such as computer, copy machine, fax, and phones. The position requires auditory and visual skills and the ability to follow written and oral instructions and procedures. Must be able to lift 20 pounds. There is no regular travel expected for this position.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Featured Benefits:
Paid Time Off Paid Sick Time 10 Paid Holidays (includes birthday) Medical Insurance
Dental Insurance Vision Insurance Pension program through Kentucky Public Pension
Authority Short- and Long-Term Disability Basic Life and AD&D Insurance Employee Assistance
Program Wellness Program Flexible Work Schedule Hybrid Work Options (some positions)
- Tuition Reimbursement