Administrative Assistant - Engineering & Utilities

Under general direction of the Utilities Engineer, the Administrative Assistant provides highly responsible administrative, technical, and coordination support for municipal engineering and utility operations. This position requires independent judgment, advanced knowledge of municipal processes, and the ability to manage complex workflows related to water, wastewater, and infrastructure projects. The Administrative Assistant serves as a key liaison between engineering staff, in inspectors, contractors, and other city departments.Provides advanced administrative support to Utilities Engineer(s), including scheduling, correspondence, document preparation, and records management

Prepares, files, and tracks engineering-related documentation such as permits, plans, utility clearances, certifications, and compliance records

Assists with preparation of project documentation in coordination with engineering staff and other city departments

Maintains project files, both electronic and hard copy, ensuring accuracy and compliance with departmental and public records requirements

Performs a variety of office-related functions, including preparing correspondence, maps, presentation materials, brochures, answering phones and responding to contractors, developers and general public

Tracks and assists with regulatory submittals and approvals (e.g., FDEP permits, clearances, construction authorizations)

Coordinates with regulatory agencies, contractors, consultants, and inspectors regarding documentation and compliance requirements

Maintains database of all city project records, correspondence and test results

Supports multiple engineering and utility projects simultaneously, prioritizing deadlines and ensuring follow-through

Acts as a liaison between Utilities Engineering, utility inspectors, Development Services Department, and appropriate administrative staff

Assists with meeting preparation, agendas, minutes, and follow-up items related to engineering and utilities projects

Assists in developing and improving office procedures related to engineering and utilities administration

Handles sensitive and confidential information with discretion and professionalism

All other duties as assigned

Associate's Degree or coursework in business administration, public administration, engineering technology, or related field preferred

High School Diploma or GED equivalent required

Five (5) or more years of progressively responsible administrative experience, preferably in engineering, utilities, public works, or a municipal environment

Equivalent combination of education, training, and experience may be considered

Experience working with municipal engineering projects, utility systems, or regulatory compliance preferred

Advanced spreadsheet and document tracking experience preferred

Knowledge of administrative practices in a municipal or public utilities environment

Working knowledge of water, wastewater, stormwater, or civil engineering processes and terminology

Strong organizational and time-management skills with the ability to manage multiple complex tasks

Proficiency in Microsoft Office (Excel, Word, Outlook); experience with document management systems preferred

Ability to communicate effectively, both orally and in writing, with technical and non-technical stakeholders

Ability to work independently, exercise sound judgment, and solve problems proactively