Administrative Assistant(Smartsheet)

Detailed Job Description:

• Minimum 5 years of administrative experience (highly experienced candidates preferred)
• Excellent written and verbal communication skills
• Strong follow-through and organizational abilities
• Proficiency in MS Outlook, Excel, and PowerPoint
• Ability to work independently while supporting multiple stakeholders

• Manage the Water Hotline
• Transfer and route messages as needed
• Log all inquiries into Smartsheet and monitor for timely responses
• Monitor invoice email inbox
• Enter invoice data into Smartsheet invoice tracker
• Coordinate with Project Managers when invoices require requisitions or lack PO numbers
• Review Stampli pending approval reports and coordinate access with Dat/Odelia
• Monitor and audit daily timecard reports, ensuring timely and accurate submissions
• Work with technicians to resolve timecard discrepancies

• Process and verify PCard purchases
• Coordinate TCard travel arrangements
• Provide support for professional certifications, including travel and payment coordination
• Assist with safety tailgate activities during operational meetings
• Handle incoming and outgoing mail
• Manage orders
• Review utility invoice payments
• Perform bi-monthly timecard (TLA Axess) checks
• Review dashboard
• Assist finance teams and engineers with requisition-related questions
• Monthly Responsibilities
• Support WRCI meetings, including icebreakers, slide preparation, and hosting
• Prepare Valley Water letters and payments, obtain signatures, and submit documentation
• Monitor Blanket PO reports and support engineers with timely invoice processing.

The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, (paid time , paid sick and safe time , hours of paid vacation time, weeks of paid parental leave, paid holidays annually - AS Applicable)