Administrative Assistant II

at  Essential Utilities Inc

Aqua, an Essential Utilities company, employs people in a variety of roles within our eight-state footprint, ranging from field workers and customer service representatives who are on the front lines working with customers, to scientists and engineers who help ensure we’re delivering reliable water and wastewater services to our communities. If you’re looking for a rewarding career helping improve our environment and protect our natural resources, we encourage you to join our team!
About Essential Utilities
Essential Utilities, Inc.
delivers safe, clean, reliable services that improve quality of life for individuals, families, and entire communities.
Operating as the
Aqua
(water and wastewater services) and the
Peoples
and
Delta
(natural gas) brands, Essential serves approximately 5.5 million people across 10 states. We are committed to sustainable growth, operational excellence, a superior customer experience, and premier employer status - including a competitive and comprehensive benefits package as well as a commitment to career growth opportunities.
We are advocates for the communities we serve and are dedicated stewards of natural lands, protecting more than 7,600 acres of forests and other habitats throughout our footprint.
Our company is one of the most significant publicly traded water, wastewater service and natural gas providers in the U.S.
Are you looking for an exciting career opportunity with a company that values innovation and teamwork? We are thrilled to announce that we are hiring an Administrative Assistant II on a full-time basis to support our state operations and business development team!
We are searching for a motivated, organized, and detail-oriented individual to become part of our dynamic team. The ideal candidate will not only have a solid background in accounts payable and invoicing, but also possess an entrepreneurial spirit that drives initiative and creativity.

QUALIFICATIONS:

• High school graduate or GED equivalent.
• Bachelors’ degree preferred
• Excellent typing and computer skills including proficiency in word processing, spreadsheet, database, and e-mail applications
• Must demonstrate ability to organize and complete multiple activities simultaneously
• Self-starter who can operate with little or no direct supervision
• The individual should possess strong communication skills (both verbal and written), and the essential attributes required to engage effectively with customers, all tiers of management, staff members, regulatory bodies, government representatives, and vendors.
• At least three years’ experience in a responsible administrative position; bookkeeping, accounting experience or training a plus

Administrative Support

• Prepare correspondences, including reports and meeting minutes and distribute via e-mail, fax, overnight shipping, etc.
• Maintain general files and records
• Responsible for charging out inventory and assisting in the annual physical inventory count
• Direct telephone calls and messages, make copies, distribute mail, and order supplies
• Responsible for the operation and maintenance of office equipment, cleaning contractor, security system and building maintenance
• Responsible for various financial duties for the division including processing of invoices, bank deposits, preparation of purchase orders, credit card statements, claims processing, bulk water invoicing, monthly financial close and other financial duties as assigned
• Utilize SAP for transaction processing, reporting, and financial management tasks
• Monitor accounts receivable, track unpaid invoices, and follow up on discrepancies
• Assist in system audits, ensuring data integrity and compliance with existing procedures
• Enter and edit payroll for division employees
• Local contact for workers compensation claims processing and other benefits and human resource issues
• Coordinate and schedule division activities including, but not limited to, employee meetings, community events and other division public-relation initiatives
• Responsible for all new customers: Application process, processing loan applications, creating new account and setting appointments
• Responsible for providing back up to the Field Supervisor with various tasks including but not limited to scheduling work orders, customer inquiries and field locates. Also responsible for backing up the State Customer Service Representatives when requested.

Business Development Support

• Manages all aspects of the Business Development (BD) process including researching new accounts, opportunities, and contacts, managing timelines and schedules, and providing status updates as needed.
• Coordinate tradeshows, meetings, workshops, and events, ensuring all materials and logistics are in place.
• Manages the acquisition closing process consisting of but not limited to tracking and managing the VA. Commerce Commission filing process as well as the ownership transition and closing process. Creates and manages legal and operational closing checklists. Schedules and hosts transition meetings for the VA. team.
• Schedules regular strategic planning meetings with the Business Development Director and/or the business development team covering the status of all development activities. Tracks and monitors all administrative activities and ensures team is aware of any issues impacting the timelines.
• Assists and/or writes responses to Request for Information, Request for Quotation and Request for Proposals as needed for acquisitions.
• Manages and implements marketing materials for all meetings, open houses, and mailings. Develops, updates, and maintains a database of elected official’s contact information to distribute email blasts or other social marketing approved by Aqua.
• Assists the Business Development Director and the State President in other administrative roles as needed.