DEVELOPMENT SERVICES ADMINISTRATIVE ASSISTANT FOR CITY UTILITIES ENGINEERING

Located in Fort Wayne, IN

Salary: 20.00

DEVELOPMENT SERVICES ADMINISTRATIVE ASSISTANT
Summary
The Development Services Administrative Assistant will support the Development Services (DVS) Team under the direction of program management. This role provides essential assistance in coordinating activities related to Inspection and Permitting, the New Water & Sewer Program, and Routing Plan Review. The position requires strong organizational abilities, excellent communication skills, and the capability to manage a wide range of administrative and technical responsibilities in accordance with established policies, procedures, and regulations.

Position Overview
We are seeking a detail-oriented and highly organized administrative professional with experience in office management, permitting, or similar administrative functions. The ideal candidate will be proficient in Microsoft Office 365, skilled in document organization, and capable of managing multiple priorities with accuracy. This role provides support to the Development Services Team and may include responsibilities such as scanning, indexing, file management, and other administrative tasks as assigned.

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ESSENTIAL DUTIES AND RESPONSIBILITIES

Inspection & Permitting / New Water & Sewer Program Support
• Provide professional and courteous assistance to the public, customers, internal departments, stakeholders, and external agencies.
• Manage high call volume while accurately addressing customer inquiries.
• Utilize Microsoft Office 365 applications, including Word, Excel, Outlook, SharePoint, Teams, and OneDrive.
• Calculate, collect, process, and document applicable utility-related fees; prepare refunds or reimbursements for approval.
• Maintain program files, software systems, tracking databases, and records associated with Inspection & Permitting and Routing Plan Review.
• Preload measurement data for water, sanitary sewer, and stormwater taps; respond to field measurement requests.
• Process accepted developer contracts, load property details, route closeout items, and prepare files for future fee initiation.
• Process meter order reports from building inspection authorities.
• Initiate new service account code details and service orders for water and sewer-related account types.
• Process Fire Service account requests and update billing systems accordingly.
• Create work orders for new water taps or disconnections in the asset management system.
• Perform data entry for contract reimbursements and assessments in GIS-based systems.
• Reconcile and prepare daily fee collection summaries and deposits.
• Assist with program tasks related to septic elimination projects.
• Interpret legal and contractual documents such as agreements, notes, contracts, rules, and memorandums.
• Conduct loan closings associated with Septic Elimination Program requirements, and record associated documents.
• Assist with developing and maintaining work instructions, workflow documentation, and process maps.
• Compile reports, data, and responses to program-related inquiries.
• Assist with sewer capacity tracking; scan, upload, and index program documentation into digital storage systems.
• Merge and finalize documents using Adobe Acrobat Pro.
• Create and manage spreadsheets to track activities and data.
• Replicate and apply Excel formulas accurately.
• Demonstrate strong attention to detail while multitasking across various program processes.

Routing Plan Review Program Assistance
• Support team members by assisting with plan reviews for sanitary, stormwater, potable water, and food service establishment permits.
• Assist with processing petitions involving public rights-of-way, easements, plats, vacations, and encroachments.
• Prepare supporting documentation such as developer contract data, reimbursement contract details, work order requests, review comments, and approval letters.
• Research and locate relevant system documents including plans, maps, easements, and record drawings.
• Assist with generating comments for new project applications and public planning meetings.
• Perform research using database, filing, and mapping systems.
• Assist with complaint investigations, including correspondence, documentation, and follow-up steps.

Septic Elimination & Water Direct Connect Program
• Assist with identification of potential new customers.
• Prepare and mail informational materials and updates to property owners.
• Help plan and support informational meetings with property owners.

Electronic Document Conversion & Records Retention
• Assist with document retention processes following established records policies.
• Organize and prepare project files for off-site storage.
• Support efforts to update, reorganize, and maintain paper and digital filing systems.
• Serve as a lead staff member for scanning historical documents, uploading and indexing files into digital storage systems.

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QUALIFICATIONS
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, SharePoint, Teams, OneDrive).
• Experience with document scanning, indexing, and management.
• Strong administrative and organizational skills.
• Proficiency with Adobe Acrobat Pro for document preparation and merging.
• Strong spreadsheet competency, including formula identification and replication.
• Excellent multitasking skills with high attention to detail.
• Strong communication skills for both phone and in-person interactions.
• Ability to understand and interpret program documents and processes.

#3417IN

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