American Water

Sr Admin, Operations Support

American Water
Carnegie, PA
Full-time
Hybrid
1 month ago

About the role

Job Description
Job Title: Sr Admin, Operations Support
Posting Start Date: 5/22/26
Job Description:
Primary Role
The Sr, Operations Support Admin is responsible for providing enhanced administrative and operational support for departmental and field operations. This senior‑level support role applies in‑depth knowledge of company processes, systems, and policies to independently coordinate complex administrative activities, resolve issues, and serve as a trusted resource to operations leadership, internal partners, and customers.
Key Accountabilities
  • The duties and responsibilities listed are representative of the work performed by employees in this role and are not intended to be exhaustive. Specific responsibilities may vary based on business needs, location, operational requirements, and organizational assignment.
  • Provide enhanced administrative support to managers and departments for daily operations and routine special projects, applying in‑depth knowledge of company processes, systems, and priorities.
  • Coordinate travel arrangements and maintain departmental calendars and meeting schedules, proactively resolving conflicts and advising leaders on scheduling efficiencies.
  • Prepare, review, and distribute correspondence, reports, and meeting minutes, ensuring accuracy, alignment with company standards, and appropriate distribution.
  • Oversee inventory of office supplies, equipment, and materials, monitoring usage trends, resolving discrepancies, and placing replenishment orders in accordance with established guidelines.
  • Coordinate the permitting process by obtaining permits and assembling standard documentation, verifying completeness and compliance with requirements.
  • Serve as a primary point of contact escalated customer or operational issues requiring advanced system knowledge, cross‑functional coordination, or policy interpretation and exercising judgment in escalating complex or sensitive matters.
  • Independently gather, validate, and synthesize information from operations leadership and business systems to support responses to questions and operational needs.
  • Explain company processes, procedures, and system workflows to customers and internal partners, serving as a knowledgeable resource for entry‑level administrative support staff.
  • Monitor, research, and respond to assigned BPEMs in accordance with established guidelines, identifying trends or recurring issues and escalating as appropriate.
  • Administer and coordinate work order preparation and completion, ensuring adherence to policies, procedures, and system requirements and providing guidance to entry‑level staff as needed.
  • Support field and operations teams by entering, auditing, updating, and tracking work order information in company systems, identifying and correcting discrepancies.
  • Ensure accurate and timely data entry across business systems, databases, and spreadsheets, using system knowledge to prevent and resolve errors.
  • Compile, review, and validate daily, weekly, and monthly reports using predefined formats, confirming data accuracy and flagging anomalies.
  • Research, maintain, and update information in tracking systems and document repositories, ensuring records are accurate, complete, and audit‑ready.
  • Maintain organized and reliable operational records related to operations, customer activity, and departmental processes in accordance with retention standards.

Key Accountabilities Continued
  • Initiate and monitor routine purchasing transactions, including purchasing card and fleet‑related expenses, ensuring compliance with policies and resolving discrepancies.
  • Coordinate and support local inventory tracking and reporting, reconciling variances and maintaining accurate inventory records.
  • Support vendor setup and invoice processing, researching and resolving routine billing or delivery discrepancies independently and escalating complex issues as needed.
  • Assist with payroll and time reporting support by reviewing documentation for completeness and accuracy prior to submission.
  • Support accounts payable and receivable activities, including invoice entry, receipt processing, payment tracking, and issue resolution.
  • Prepare deposit documentation and supporting materials, ensuring accuracy and completeness prior to forwarding for review and approval.
  • Act as a resource for onboarding and ongoing enablement of administrative staff by sharing institutional knowledge, reinforcing best practices, and advising on company processes and procedures.
  • May prepare more complex operational reports and perform basic trend analysis to support departmental planning and decision‑making.
  • Serve as a point of contact for administrative coordination between distribution, treatment, and other operational groups on assigned special projects.

Knowledge/Skills
  • Knowledge of customer and/or operations support practices.
  • Intermediate level experience with computerized systems, database management, spreadsheet and word-processing programs to process data and create reports.
  • Strong knowledge of computer software such as MS Word, Excel and Outlook
  • Process and project management skills.
  • Good business acumen and judgment.
  • Good quantitative and analytical skills; attention to detail.
  • Good verbal and written communication skills (e.g., report writing, listening, plan reading and creating, and presentation).
  • Strong interpersonal skills (e.g., tact/diplomacy, persuasion, team building, cooperation, leadership, ability to motivate others.

Experience/Education
  • High School Diploma or GED
  • 5+ years’ experience in clerical / administrative support

Work Schedule/Environment
  • Monday - Friday 7:30am - 3:30pm
  • Standard indoor office environment

Competencies
Champions safety
Customer obsessed
Cultivates innovation
Drives Results
Collaborates
Nimble learning

Skills

UtilitiesInformation Technology
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