Senior Administrative Assistant-Electric

 

 

Beginning Monday, July 27, 2026, Riviera Utilities will begin taking applications to fill a job vacancy for Senior Administrative Assistant-Electric. We are considering applicants with qualifications in the following range, salary commensurate with education and experience.

QUALIFICATIONS
Education and Experience
High school diploma or an acceptable equivalent diploma (GED) and five (5) years of experience in clerical support or customer service. An equivalent combination of education and experience will be considered.

Licenses or Certifications
None

Special Requirements
Possession of or ability to obtain a valid Driver’s License within 60 days of employment.

Applications will be accepted for the open position through Friday, July 31, 2026.  Interested individuals should go to our website at www.rivierautilities.com to review the Job Description for these openings, click on the Application link, complete the application, and submit it by the deadline.

 

 

 

 

Department: Electric
Pay Grade: 106
FLSA Status: Non-Exempt
Reports To: Chief Engineer, Electric
Effective Date: 6/8/2023

JOB SUMMARY
This is an advanced clerical position that provides advanced administrative support to engineering staff, line crew, substation department, vegetation department, and electric department. Work includes generating work orders, invoices, correspondence, and spreadsheets as well as entering data in various software systems. This position is distinguished from the Administrative Assistant by the initiative and expertise in handling progressively responsible tasks with limited direction. This position can manage tasks that are project based requiring considerable self-management and coordinating with a wide host of individuals. Position works independently ultimately reporting to the Chief Engineer.

ESSENTIAL JOB FUNCTIONS
• Receives and routes incoming mail to department staff; maintains files of correspondence and other records.
• Receives and screens telephone calls and office visitors, answering routine questions or routing calls, messages and visitors to the appropriate staff members.
• Generates work orders and capital work orders based on data collected from customers, engineering staff, or other departments; submits to appropriate levels for approvals and coordinates to assess the work required; and submits completed work orders to appropriate employees.
• May review and “engineering close” work orders in company software system.
• Generates routine invoices for work to be completed and bills to be paid. Generates invoices for general utility functions.
• Sends invoices to customers via email, fax, or letter. As bills are paid, reviews printout from cashiers and submits to engineering staff so projects can be released for completion.

• Reviews all work orders to identify services that have not been billed (ex: security light work and city street lights).

• Clears invoices by cross checking against packing slips and invoices to ensure materials received, pricing, accounts, and other data; posts in purchase order folder and inventory notebook; forwards to accounting for payment; and verifies totals on report forms, requisitions, and bills.
• Creates various billing reports for services and submits to data processing for billing (example: security lights, street lights, pole attachments, Christmas tree lighting).
• Creates and maintains filing system for invoices, work orders, bills, and other reports generated by the Electric Department.
• Sorts and files work orders, reports, records and other documents.
• Purges files of all types annually by preparing materials to be imaged and then destroyed.
• Opens, sorts, distributes incoming correspondence, reports, invoices, professional publications, and other documents.
• Composes letters as requested by the engineering staff and prepares mail-outs, certified and regular, using USPS, FedEx and UPS.
• Types and revises routine correspondence, reports, tables, forms, and memos related to upcoming outages, obstructions around company equipment, and other public service information.
• Ensures reports are issued and permits are filed in a timely manner by maintaining an annual calendar of requirements.
• Types easements, exhibits, and other legal documents from rough drafts using a computer with word processing software.
• Ensures documents are signed, notarized, and filed and files copies for future reference.
• Types DOT applications to request permits for power and other related matters; coordinates with staff for review, approvals, signatures, and mails.
• Creates and types meeting agendas including coordinating with staff to collect information to be shared during meetings and incorporating into agenda at appropriate time.
• Develops presentations for staff using provided source documents and after conducting basic research, including handouts and other supplementary information to share with individuals attending presentations.
• Assembles bid packages on an annual basis after consulting with departmental staff and collecting appropriate documents; sets bid opening dates; assists with bid advertising, organization and tracking; attends bid meetings and maintains bid list for projects within the department.
• Researches, prepares and records documents (easements, contracts and conveyances) at the courthouse).
• Creates spreadsheets using data from various sources; includes collecting the data; determining the best way to set up the spreadsheet for analysis; entering in basic formulas, sorting data, and analyzing data; and shares results of data analysis with engineering staff and Chief Engineer as needed.
• Assists in collecting and assembling documents and supporting information to request permits from ALDOT.
• Assists in collecting, compiling and assembling information, documents, and supporting data for grants.
• Communicates with customers about outages and restoration efforts.
• Coordinates with Alabama Line Locate to provide information, obtains clearance for work, updates records, provides written notice to line staff when clearance is available.
• Notifies other service providers (ex: water, gas, cable) of line damage or interruptions.
• Maintains a list of employees in the Electric Department, including contact information and positions.
• Schedules appointments and returns telephone calls for staff members.
• Completes travel arrangements including submitting documentation for reimbursement and per diem, locating accommodations and making reservations, making flight reservations, and getting appropriate documentation to staff.

 

Other Functions
• Orders and stocks office supplies for the Engineering and Operations Departments.
• Provides assistance with the Riviera uniform program, including monitoring costs, maintaining vendor relations, overseeing the ordering process and the distribution of the uniforms.
• Assist during outages and emergencies by answering the phones, recording information and logging outages.
• Coordinates with other departments to gather information, responds to inquiries, confirms accuracy of invoices and work orders.
• Assists other departments and administrative staff as needed.
• Performs other related duties as required/assigned.

QUALIFICATIONS
Education and Experience
High school diploma or an acceptable equivalent diploma (GED) and five (5) years of experience in clerical support or customer service. An equivalent combination of education and experience will be considered.

Licenses or Certifications
None

Special Requirements
Possession of or ability to obtain a valid Driver’s License within 60 days of employment.

KNOWLEDGE, SKILLS, AND ABILITIES
• Knowledge of Riviera policies, procedures, operations, and organizational structure.
• Skill in typing and in the use of office equipment such as copier, calculator, fax machine and a multi-extension telephone.
• Ability to use computer programs such as Word, Excel, Power Point, Outlook, AS400, Partner, and other software systems to create letters, reports, work orders, spreadsheets, presentations, and other documents in support of Electric Dept. operations, verify and clear out trouble calls, and respond to emergencies.
• Ability to operate office equipment such as phone, keyboards, printer, and fax.
• Ability to communicate in writing using proper format, punctuation, spelling and grammar. Includes the ability to proofread other documents for accuracy in these areas.

• Ability to communicate orally using poise, voice control, confidence, correct English, and clarity.

• Ability to multi-task including the ability to move from one activity to another as needed to meet the needs of customers and staff.
• Ability to read, understand, and comprehend a number of different items including instructions, reports, bills, policies, procedures, and legal documents.
• Ability to add, subtract, multiply and divide all units of measure.
• Ability to use personal judgment and make informed decisions.
• Ability to develop and maintain relationships with all types of individuals in a variety of situations.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to manage time and schedule tasks based on priority by eliminating time wasters, avoiding procrastination, analyzing processes to select the simplest way to accomplish tasks, setting goals, and establishing realistic standards for work quality and performance.
• Ability to pay attention to detail; achieve thoroughness, precision, and accuracy when accomplishing a task.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to exercise personal judgment and specialized company knowledge to give information to customers and employees when requested.
• Ability to work independently in a fast-paced environment as needed to handle multiple tasks at once and complete projects on time.
• Ability to show initiative and innovation in departmental planning and operations.
• Ability to maintain confidential information regarding customers, services, personnel, and financial matters.
• Ability to have regular and predictable work attendance.

PHYSICAL DEMANDS
The work is sedentary work that requires exerting up to 10 pounds maximum and occasionally lifting and/or carrying such articles as computer printouts, notebooks, ledgers, small tools, etc. The employee frequently is required to stand, sit, and walk. Additionally, the following physical abilities are required:
• Balancing: sufficient to maintain body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
• Feeling: sufficient to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Handling: sufficient to pick, hold, or otherwise work, primarily with the whole hand.
• Hearing: sufficient to perceive the nature of sounds at normal speaking levels with or without correction; ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Lifting: sufficient to raise objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

• Mental Acuity: sufficient to make rational decisions through sound logic and deductive processes.
• Reaching: sufficient to extend hand(s) and arm(s) in any direction.
• Speaking: sufficient to express or exchange ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Stooping: sufficient to bend body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Talking: sufficient to express or exchange ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity: sufficient to observe violations of codes, to effectively operate standard office equipment; ability to read and write reports, correspondence, instructions, drawings, etc.; and to operate motor vehicles and/or heavy equipment, by both day and night.
• Walking: sufficient to move about on foot to accomplish tasks, particularly for long distances or move from one work site to another.

WORK ENVIRONMENT
The work environment is an office with moderate noise and temperature levels. Extra hours are required from time to time, as well as travel to meetings and conferences.