Administrator, Engineering & Planning

Job Summary

A position is available in the Engineering & Planning Department for an Administrator to provide administrative and business support for the Engineering & Planning Department reporting directly to the Director of Engineering and Planning. The responsibilities below represent the general work that is needed for the position but is not considered to include all work that may be needed.

Principal Responsibilities

• Assist the Vice President of Engineering and Real Estate on a daily basis with general administrative work, coordination, scheduling, time sheets, and other work tasks that may be needed or as directed.

• Review and update Business Continuity Plan, Staffing Emergency Response Plan, Department Organizational Chart, and other related documents semi-annually and when staffing changes occur within the Department. 

• Work with staff, IT and Corporate Communications to ensure current content on the source for Water Main Replacement Projects, Capital Delivery Projects, Permitting Status, Training, and other office related activities.

• Responsible for managing Master Services Agreements (MSA) and Task Order Agreements with staff and the Procurement Department.  Maintain up to date list of agreements, expiration dates and insurance certificates.   Ensure MSA and Insurance Certificates are current prior to execution of Task Order Agreements by the Managers and Director of Engineering.  Once Task Order Agreements are signed and save to selected folder and forward original to Procurement as a scanned file and a hard copy.

• Prepare purchase requisitions for projects as requested by staff.  Ensure proper information is included and attach copy of SAVR form, as needed. Process goods receipts, accruals and invoices as requested.

• Assist Department staff and other departments as required for work related to WICA filings, Rate Case application preparation, water main relocation billing/closing, developer extension contracts/reconciliations, new service customer coordination, miscellaneous filings, mailings, or other work as needed or requested.

Principal Responsibilities (Continued)

• Track approved invoices monthly versus purchase orders, budgets, and PMC approvals.  This work will be completed using BobJ and SAP.

• Coordinate implementation of JSAs and JSO’s with Safety Manager and Department Staff.  Report out results for monthly Department meeting ensuring timely completion of work. Order needed personal protective equipment including hard hat inserts (annually) and others as required.

• Participates in various department and staff meetings and maintains meeting minutes and action registers as requested. Coordinate and schedule meetings and training for the Department including securing meeting location, sending out invitations through Microsoft Outlook, coordinating with outside vendors, arranging for food for the meeting, and other similar tasks.

• Work with staff related on-boarding and departure process by following the on-boarding process defined by HR and the Department. 

• Complete other work as required or as directed.

Preferred Requirements

• Minimum 3 years in administrative position

• Excellent Customer Service Skills

• Good written and oral communication skills

• Must be detail oriented with excellent organization skills.

• High competency in use of Excel, Word, Outlook, Power Point, SAP and BobJ.

• Must have ability to complete tasks with minimal supervision.

• Must be self-motivated and be able to make decisions independently.

• Must have ability to analyze problems and take appropriate corrective action.

• Must be able to manage multiple tasks simultaneously.

• Must be able to set priorities.

Education/Certifications

• A bachelor’s degree in related field required.

Salary

• Job is classified as a non-exempt position with a weekly starting salary range of $941.00.

• This role is 100% on site, working out of the Bridgeport office (600 Lindley Street, Bridgeport, CT 06606).

• Hours for this role are 8:00AM to 4:30PM, Monday through Friday.