Details
Position Summary:
The Wastewater Plant Office Manager is responsible for overseeing all administrative, clerical, and office support functions for the wastewater treatment facility. This role ensures efficient office operations, supports plant staff and management, manages records and compliance documentation, and serves as a key point of contact for internal and external stakeholders.
Key Responsibilities:
Administrative Management
Oversee daily office operations, ensuring efficiency and organization
Supervise administrative staff (if applicable)
Develop and maintain office procedures and systems
Coordinate meetings, prepare agendas, and record minutes
Financial & Billing Support
Assist with accounts payable and receivable processes
Coordinate customer billing, including sewer usage and EDU tracking
Support budget preparation and financial reporting
Process purchase orders, invoices, and vendor payments
Regulatory & Compliance Support
Maintain records required for regulatory compliance (state, federal, and local)
Assist with reporting to agencies such as DEP/EPA
Organize and archive permits, inspection reports, and operational data
Support audits and inspections by ensuring documentation is accurate and accessible
Customer & Public Relations
Serve as primary point of contact for customers, contractors, and the public
Handle inquiries, complaints, and service requests professionally
Coordinate communication regarding outages, maintenance, or public notices
Human Resources Support
Assist with onboarding, timekeeping, and personnel records
Maintain training and certification records for plant staff
Support payroll processing and benefits administration
Procurement & Inventory
Coordinate ordering of office and plant supplies
Track inventory and maintain vendor relationships
Assist with bid documentation and contract administration
Data Management & Reporting
Maintain databases, spreadsheets, and filing systems
Compile operational and administrative reports
Support SCADA or CMMS data entry (if applicable)
Qualifications:
Education & Experience
Associate’s or Bachelor’s degree in Business Administration, Public Administration, or related field preferred
3–5 years of office management or administrative experience (municipal or utility experience preferred)
Skills & Abilities
Strong organizational and multitasking skills
Knowledge of accounting and billing processes
Proficiency in Microsoft Office (Excel, Word, Outlook)
Familiarity with municipal software, SCADA systems, or CMMS is a plus
Excellent communication and customer service skills
Ability to handle confidential information with discretion
Working Conditions:
Primarily office-based within a wastewater treatment facility
Occasional interaction with plant operations and field staff
Standard business hours with occasional overtime as needed
Key Competencies:
Attention to detail
Time management
Problem-solving
Professional communication
Adaptability in a regulatory environment
To apply contact Jennifer Leister Executive Director via email: jlleister@umja.org