Utilities Complex Administrative Assistant

The City of Covington is currently accepting applications for the position of Utilities Complex Administrative Assistant in the Electric/Gas Utilities Department with a starting hourly rate of $23.89 and up depending upon qualifications.

Qualified applicants may apply via our website by downloading an application packet at cityofcovington.org or may apply in person at the City of Covington, 2194 Emory Street, Covington, Georgia 30014. This position will remain open until 4:00pm on Tuesday July 7, 2026. The City of Covington is an Equal Opportunity Employer.

JOB SUMMARY

The Utilities Complex Administrative Assistant provides comprehensive administrative facilities, and operational support for a utility complex. This role coordinates office functions, building services, monitors security, and emergency preparedness while serving as a central point of contact for staff, vendors, contractors, and the public at the Utilities Complex.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administration & Office Operations

• Coordinate daily office operations for the utility complex
• Monitor and staff the front desk; greet visitors and manage visitor access
• Manage incoming and outgoing mail and deliveries
• Prepare, process, and maintain records including correspondence, reports, permits, invoices, and contracts
• Maintain organized digital and physical filing systems
• Schedule meetings, training, inspections, and facility use

Vendor, Contract & Service Coordination

• Serve as liaison between the utility complex and service providers, contractors, and vendors
• Track contract services, performance, and documentation
• Assist with purchase orders, invoices, and cost tracking related to facilities and utilities

Safety, Security & Emergency Preparedness

• Support security operations, including access control and coordination with security providers
• Assist with development, documentation, and maintenance of emergency response plans, including fire, severe weather, and active shooter procedures
• Support emergency drills, training coordination, and preparedness activities
• Maintain compliance documentation related to safety and security requirements

Operations & Compliance Support

• Assist utility management and operations staff with administrative and compliance-related tasks
• Support regulatory documentation and inspection preparation
• Coordinate communication between utility operations, maintenance, engineering, and management teams

Training & Staff Support

• Coordinate training schedules, materials, and documentation
• Assist with onboarding and facility orientation for staff and contractors
• Maintain training records and compliance documentation

Customer & Stakeholder Service

• Serve as a primary point of contact for customers, staff, and stakeholders
• Respond to inquiries related to facility access, services, and general utility operations
• Provide professional, responsive customer service

DESIRED MINIMUM QUALIFICATIONS

(A) High school diploma or equivalent

(B) 2+ years of administrative, office coordination, or facilities support experience preferred.

(C) Proficiency with Microsoft Office or similar office software

(D) Strong organizational, communication, and multitasking skills

(E) Any equivalent combination of related education and experience.

PREFERRED QUALIFICATIONS

(A) Experience in utilities, public works, facilities management, or a regulated environment

(B) Familiarity with work order systems, utility operations, or safety compliance

(C) Notary Public Certification

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of computers and applicable software including Windows, MS Office including Word and Excel, PowerPoint
• Working knowledge of modern office practices and procedures;
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and documentation accuracy
• Ability to handle confidential and sensitive information
• Strong problem-solving, coordination, and customer service skills

TOOLS AND EQUIPMENT USED

Phone switchboard; personal computer; copy machine; scan machine, postage machine; fax machine; electronic communication equipment; calculator and other office related equipment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to stand and reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office-based within a utility complex with frequent interaction with operations, maintenance, and security staff.

Standard business hours with occasional after-hours support for emergencies or special events.

While performing the duties of this job, the employee occasionally works near moving mechanical parts.

The noise level in the work environment is usually quiet.

The City of Covington is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.