Operations Assistant

OPERATIONS ASSISTANT

JOB SUMMARY

The Operations Assistant is responsible for a variety of general office duties and tasks. This position reports directly to the General Manager and Assistant General Manager.

JOB DUTIES AND ESSENTIAL FUNCTIONS

The Operations Assistant performs a variety of skilled and semi-skilled clerical functions, which may include, but are not limited to the following:

• Prepares letters, memoranda, reports, proposals, bids, and other documents.
• Copies, scans and distributes of completed reports and schedules.
• Performs various clerical tasks and duties requiring a combination of good working knowledge of and practical experience in general office procedures and practices.
• Maintains digital and hard-copy files, keeping filing systems in good order.
• Processes Water Service Information Requests and Agreements for Service Connections, maintains a log and provides regular follow-up as required.
• Orders and stocks all office supplies, replacement cartridges for copiers and printers. and break room supplies
• Conducts Submissions for ROW permits with various jurisdictions as needed and annual emergency blanket permits.
• Processes invoices for payment related to office supplies.
• Prepares safety meeting packets, grade tests, tracks, distributes and files all safety documents.
• Maintains conference room calendar and pool vehicle calendar.
• Inputs various data into division logs and spreadsheets
• Maintains division WA files including all documentation from plan review to project close-out.

• Processes all claims generated by Division, completes periodic check-ins with legal department and processes all checks received or required close out paperwork associated with claims.
• Interacts with management regarding our Fleet maintenance program and support scheduling of service, repair work, transfers to or from division and receiving of new Division vehicles.
• Ability to process workflow generated by a Computerized Maintenance Management System (CMMS)
• Performs other duties and activities assigned.