Job Summary – Administrative Assistant (Water Department)

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Organization: City of Elkins, West Virginia Location: 192 High Street Extension, Elkins, WV 26241 Job Code: Ref: SOC 43-6014.00 Status: Non-exempt, hourly | Hours: ~40 per week, with possible overtime/call-outs Salary: $17.00/hr. Reports To: PWS Manager / Chief Water Operator Prepared by: Wes Lambert | Date: June 6, 2025 Website: cityofelkinswv.com

Position Overview:

The Administrative Assistant performs highly responsible administrative and clerical support to the City of Elkins Water Department. This position is essential in supporting departmental operations, ensuring the accuracy of records and reports, coordinating communication with internal staff and the public, and maintaining organized office systems. The Administrative Assistant must be able to manage multiple priorities with a high degree of discretion, professionalism, and confidentiality, while demonstrating initiative and problem-solving skills.

Key Responsibilities:

• Support department leadership with administrative tasks and clerical operations
• Handle customer inquiries and serve as office receptionist
• Prepare reports, forms, correspondence, and contracts
• Manage departmental schedules, calendars, records, and supply inventories
• Assist with budgeting, purchasing, grant writing, and compliance reporting
• Coordinate meetings, travel, training, and capital project logistics
• Issue work orders and manage utility communications
• Use Microsoft Office and department-specific software extensively
• Ensure document accuracy, confidentiality, and compliance with regulations

Additional Duties Include:

• Data entry, mail distribution, and document proofreading
• Supervise clerical staff and assist in the hiring process
• Maintain employee schedules and track timekeeping
• Respond to field-related service requests and maintenance issues

Physical & Work Environment:

• Office-based with occasional field/site visits
• Requires walking, standing, and lifting (up to 25 lbs.)
• Standard business hours with some flexibility

Qualifications:

• High school diploma or GED (required); business/office admin coursework (preferred)
• Minimum 2 years in administrative support; municipal or utility experience a plus
• Proficiency in MS Office (Word, Excel, Outlook)
• Strong communication, organization, and customer service skills
• Knowledge of budgeting, purchasing, and public records procedures is desirable

Core Competencies:

• Attention to detail, ethics, reliability
• Teamwork, adaptability, and initiative
• Stress tolerance, leadership, and professionalism

Summary:

This role is ideal for a highly organized, self-motivated individual who can effectively manage a range of administrative duties while supporting public service operations in a municipal water department setting.

** City of Elkins is an Equal Opportunity Employer.** We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, national origin, ancestry, sex, age, blindness, disability, genetic information, marital status, sexual orientation, gender identity, veteran status, or any other characteristic protected by applicable law. We encourage all qualified individuals to apply and join our team.