Website Aqua America

Administrative Assistant

IL Des Plaines
At Aqua, a subsidiary of Essential Utilities, Inc., we know that water is a precious resource – one that plays a critical role in sustaining life. That’s why we take seriously our mission: protecting and providing Earth’s most essential resource. At Aqua, we are guided by a set of principles that embody the character of our company and inspire our work together. They are embedded within our business practices and our behavior. We are proud to be united by integrity, respect and the pursuit of excellence to be the best we can be for the customers and communities we serve.


Together, the women and men of Aqua, a subsidiary of Essential Utilities, Inc. serve 1 million customers across eight states. Aqua uses science, technology, capital investments, and amazing talent to provide communities with clean, safe drinking water and responsibly return wastewater to our rivers and streams. Join our team and make a difference!

Are you looking for a fantastic career at Aqua? We have a great opportunity for an Administrative Assistant under the direction of the Area Manager.  The Administrative Assistant I performs a variety of administrative duties to support the Aqua IL Northern Division’s field operations department.

ESSENTIAL DUTIES: (Primary Duties and Responsibilities)

Perform a variety of administrative activities using multiple applications and software programs.
Provide accurate information and help resolve issues/complaints from contractors, public officials, customers and other callers.
Partnership with the ACO/Aqua Customer Operations team and State Customer Service team on any escalated customer concerns.
Provide back up to the field supervisor, state customer service representative, and ACO by dispatching and scheduling work orders when needed, fielding call center inquiries and researching customer service and account issues.
Support to the area manager on project management of capital improvements and operational items.
Perform a variety of financial administrative activities using multiple applications and software programs including, setting up funding projects, processing invoices for payment, research/responding to vendor inquiries, posting miscellaneous payments, inventory charge outs, preparing bank deposits and coding credit card purchases and assembling receipts and statements.
Answer incoming calls. Provide accurate information and help resolve issues/complaints from contractors, public officials, customers and other callers. Forward messages and return calls for supervisors/manager.
Prepare and distribute via email, fax or mail: letters, policies/procedures, meeting minutes, reports, spreadsheets, customer communications and other correspondence.
Compile/enter data into various financial, operational and compliance reports.
Sort and distribute all incoming and outgoing mail and packages.
Organize and maintain division files and records. Order and maintain office supplies for all division locations.
Coordinate and plan community events, meetings, luncheons, training events. Work closely with local government offices and community organizations to coordinate community events and company charitable support. Order and maintain supply of promotional items.
Coordinate and maintain office service contracts including office equipment, cleaning, postage, and security system for all division facilities. Schedule maintenance as needed. Provide office equipment and software training and assistance to division staff as needed.
Local coordinator and contact person for implementation of state and corporate level programs and initiatives including human resource/benefit programs and United Way campaign.
Assist area manager and department supervisor with processing customer claims, employee injury reporting and other reporting requirements.
Administration of division Fleet including vehicle registrations, monthly Fleet invoices and maintenance scheduling.
Accept applications and payments for new service connections, assist with cross connection control program administration and other customer compliance initiatives (mail letters, make phone calls, email/fax forms and document activity in spreadsheets). Provide back up to the field supervisor and state customer service representative by dispatching and scheduling work orders, fielding call center inquiries and researching customer service and account issues.
Notarize documents as needed (obtain and maintain Notary license).
Maintains confidentiality in all aspects of customer and employee information.
Performs other related administrative tasks as directed.
QUALIFICATIONS (Required Experience, Education, Licenses, and Certifications)

High School graduate or GED degree.
A minimum of three years administrative and/or technical experience.

Proficient in Microsoft Office (Email, Word, Excel, PowerPoint).
Excellent written and verbal communications skills.
Strong customer service skills.
Ability to work well under pressure.
Ability to work on multiple projects simultaneously and adapt to changing priorities in a fast-paced environment.
A team player able to work effectively in a team fostered multi-tasking environment.

Perform sedentary work- exerting up to 20 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

COVID-19 Vaccination Requirements

Essential Utilities and its subsidiaries, including Aqua, Delta, and Peoples Natural Gas, requires new hires to be fully vaccinated against COVID-19, where allowable under the law.  To satisfy this requirement, new hires who received the one shot regimen of the Johnson & Johnson vaccine must receive the one dose shot prior to their first day of employment.  Proof of vaccination must be provided on your first day of employment.  For the two shot regimen of either Pfizer or Moderna, a new hire must have received at least one dose of the vaccine before their first day of employment. Proof of the second dose date must be received within the recommended timeline based on the manufacturer’s vaccine received. For example, for Moderna as soon as the 28 day period has elapsed and for Pfizer as soon as the 21 day period has elapsed.  Failure to provide proof of your COVID-19 vaccination status will result in the termination of your employment with Essential Utilities including its subsidiaries Aqua, Delta and Peoples Natural Gas.

If  you are unable to be fully vaccinated due to a medical or religious exemption, you will be required to apply for an exemption on your first day of  employment with Essential Utilities. As part of the process, you will be required to provide information and/or documentation to Human Resources about the reason(s) you cannot be vaccinated. If your request for an exemption is not approved, then your employment may be terminated.

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