Utilities Coordinator
Gfoat, Dripping Springs, TX, United States
The Utilities Coordinator provides administrative, technical and analytical support to the Utilities Department. This position coordinates utility-related activities, manages department records, assists with procurement and project documentation and supports City Council and board functions while ensuring compliance with Municipal and state regulations.
Responsibilities
Manages incoming calls, correspondence and departmental communications; schedules appointments, meetings, and interviews; handles travel arrangements, and performs clerical tasks such as copying, scanning, emailing and filing documents.
Organizes, maintains and manages department records, files and databases in compliance with City retention schedules; serves as the Utilities Department Records Management Liaison.
Coordinates logistics for official City meetings, including preparing meeting packets, attending meetings, recording minutes as assigned, and submitting reports to the City Secretary for City Council, Commissions, Committees, and Boards.
Serves as a public and stakeholder liaison, explaining utility policies and assists with facilitating agreements.
Prepares memos, documents and data management by compiling, analyzing and summarizing technical data for various projects, and preparing professional reports, memos, letters and presentations.
Administers procurement activities in accordance with City purchasing policies and applicable state law by coordinating the department’s purchasing, managing purchase orders, monitoring discretionary fund expenditures, and preparing payment request forms for processing contract invoices and pay applications.
Assists the City Secretary’s office in responding to public information requests related to the Utilities Department in compliance with the Texas Public Information Act to ensure timely and lawful disclosure of records.
Assists with the reclaimed/bulk water program, including the creation of accurate monthly usage reports for customer billing and invoicing purposes.
Assists with planning, coordinating, and monitoring special programs or projects as assigned, including activities related to public works grants and bonds (e.g., tracking reporting deadlines, maintaining documentation).
Collaborates with Finance Department to assist with end-of-year budget reconciliation and the preparation of requests for the new fiscal year.
Assists in ensuring compliance with Texas Commission on Environmental Quality (TCEQ) regulations by maintaining accurate records and supporting the implementation of policies and procedures that meet environmental standards.
Ability to establish, maintain, and foster positive, professional, and effective working relationships with those contacted during work.
Ability to maintain confidentiality.
Performs related duties as assigned.
Qualifications
High School Diploma or GED Certificate and two (2) years of progressively responsible experience in administrative office support experience or closely related experience is required or an equivalent combination of education and experience that would provide the necessary knowledge, skills and abilities to successfully perform the essential functions of the job.
Must be able to listen and communicate clearly (both in writing and verbally), and possess exceptional grammar, spelling, and proofreading skills. Proficiency in Microsoft Office, including Word, PowerPoint, and Excel, required.
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Responsibilities
Manages incoming calls, correspondence and departmental communications; schedules appointments, meetings, and interviews; handles travel arrangements, and performs clerical tasks such as copying, scanning, emailing and filing documents.
Organizes, maintains and manages department records, files and databases in compliance with City retention schedules; serves as the Utilities Department Records Management Liaison.
Coordinates logistics for official City meetings, including preparing meeting packets, attending meetings, recording minutes as assigned, and submitting reports to the City Secretary for City Council, Commissions, Committees, and Boards.
Serves as a public and stakeholder liaison, explaining utility policies and assists with facilitating agreements.
Prepares memos, documents and data management by compiling, analyzing and summarizing technical data for various projects, and preparing professional reports, memos, letters and presentations.
Administers procurement activities in accordance with City purchasing policies and applicable state law by coordinating the department’s purchasing, managing purchase orders, monitoring discretionary fund expenditures, and preparing payment request forms for processing contract invoices and pay applications.
Assists the City Secretary’s office in responding to public information requests related to the Utilities Department in compliance with the Texas Public Information Act to ensure timely and lawful disclosure of records.
Assists with the reclaimed/bulk water program, including the creation of accurate monthly usage reports for customer billing and invoicing purposes.
Assists with planning, coordinating, and monitoring special programs or projects as assigned, including activities related to public works grants and bonds (e.g., tracking reporting deadlines, maintaining documentation).
Collaborates with Finance Department to assist with end-of-year budget reconciliation and the preparation of requests for the new fiscal year.
Assists in ensuring compliance with Texas Commission on Environmental Quality (TCEQ) regulations by maintaining accurate records and supporting the implementation of policies and procedures that meet environmental standards.
Ability to establish, maintain, and foster positive, professional, and effective working relationships with those contacted during work.
Ability to maintain confidentiality.
Performs related duties as assigned.
Qualifications
High School Diploma or GED Certificate and two (2) years of progressively responsible experience in administrative office support experience or closely related experience is required or an equivalent combination of education and experience that would provide the necessary knowledge, skills and abilities to successfully perform the essential functions of the job.
Must be able to listen and communicate clearly (both in writing and verbally), and possess exceptional grammar, spelling, and proofreading skills. Proficiency in Microsoft Office, including Word, PowerPoint, and Excel, required.
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