Administrative Assistant

Are you looking for a fantastic career at Aqua America? We have a great opportunity for an Administrative Assistant I position working under the direction of the Area supervisor. This full-time Administrative Assistant will oversees and manage all office functions supporting the Northern division of Aqua New Jersey.

ESSENTIAL DUTIES:

• Oversees all aspects of general office coordination.
• Maintains office calendar coordinating workflow and meetings.
• Answers telephones, responds to callers, takes messages and/or transfers to the appropriate staff.
• Opens, sorts, and distributes incoming mail and faxes.
• Files and retrieves organizational documents, records and reports.
• Signs for UPS/Fed Ex and prepares outgoing packages for shipment.
• Coordinates and manages office services, e.g. housekeeping, copier maintenance, etc.
• Purchases and maintains office supplies and inventory.
• Manages meter program for the division. Schedules appointments, mails out customer reminder cards and sets schedules. Generates and mails letters for meter changeout program as needed.
• Updates and maintains company applications and software (Service Link, maintenance connect, Banner) to document customer service issues and coordinate work schedules and activities.
• Administers developer water main extension contracts.
• Maintains confidentiality in all aspects of customer and employee information.
• Interacts with employees, customers, vendors and visitors.
• Acts as a notary public for the office. Maintains notary public certification.
• Coordinates vendor work schedules. Sets appointments (e.g.: meter testing, office maintenance, divisional projects).
• Process invoices and responds to vendor inquiries related to Accounts Payable.
• Creates and modifies documents, reports, memos, and letters using Microsoft Applications.
• Conducts research, compiles data and prepares papers for senior management as requested.
• Performs other duties as assigned, responsibilities in the division and office can change and tasks must be completed to operate the business effectively.

QUALIFICATIONS:

• Associates degree in business, accounting, or related field required.
• A minimum of 3 years of experience in general office responsibilities and procedures.
• Notary for New Jersey or must attain the license within 6 months of employment.

KNOWLEDGE, SKILLS AND ABILITIES:

• Strong customer service skills
• Excellent organizational skills and attention to detail
• Proficiency in an array of Microsoft applications-Word‚ PowerPoint and Excel
• Good writing, analytical and problem-solving skills
• Ability to communicate effectively
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, postage machines
• Ability to work well under pressure
• Ability to work on multiple projects simultaneously and adapt to changing priorities in a fast-paced environment.
• A team player able to work effectively in a team fostered multi-tasking environment.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Phillipsburg, NJ: Relocate before starting work (Required)

Work Location: In person