Administrative Assistant - Engineering & Utilities

Full Time · Wildwood, FL · Closes Oct 30, 2026

Utility Department

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Duties

Provides advanced administrative support to Utilities Engineer(s), including scheduling, correspondence, document preparation, and records management
Prepares, files, and tracks engineering-related documentation such as permits, plans, utility clearances, certifications, and compliance records
Assists with preparation of project documentation in coordination with engineering staff and other city departments
Maintains project files, both electronic and hard copy, ensuring accuracy and compliance with departmental and public records requirements
Performs a variety of office-related functions, including preparing correspondence, maps, presentation materials, brochures, answering phones and responding to contractors, developers and general public
Tracks and assists with regulatory submittals and approvals (e.g., FDEP permits, clearances, construction authorizations)
Coordinates with regulatory agencies, contractors, consultants, and inspectors regarding documentation and compliance requirements
Maintains database of all city project records, correspondence and test results
Supports multiple engineering and utility projects simultaneously, prioritizing deadlines and ensuring follow-through
Acts as a liaison between Utilities Engineering, utility inspectors, Development Services Department, and appropriate administrative staff
Assists with meeting preparation, agendas, minutes, and follow-up items related to engineering and utilities projects
Assists in developing and improving office procedures related to engineering and utilities administration
Handles sensitive and confidential information with discretion and professionalism
All other duties as assigned

Minimums

Associate's Degree or coursework in business administration, public administration, engineering technology, or related field preferred
High School Diploma or GED equivalent required
Five (5) or more years of progressively responsible administrative experience, preferably in engineering, utilities, public works, or a municipal environment
Equivalent combination of education, training, and experience may be considered
Experience working with municipal engineering projects, utility systems, or regulatory compliance preferred
Advanced spreadsheet and document tracking experience preferred
Knowledge of administrative practices in a municipal or public utilities environment
Working knowledge of water, wastewater, stormwater, or civil engineering processes and terminology
Strong organizational and time-management skills with the ability to manage multiple complex tasks
Proficiency in Microsoft Office (Excel, Word, Outlook); experience with document management systems preferred
Ability to communicate effectively, both orally and in writing, with technical and non-technical stakeholders
Ability to work independently, exercise sound judgment, and solve problems proactively

Admin / Business / Executive Support / Mid