Utility Administrative Assistant
2 weeks ago
This position provides invoice processing and accounting, financial, and payroll support for the Utility Department, including the steam plant. This person serves as a key liaison between accounting, customers, and utility operations, ensuring accurate recording of utility services, work orders, labor entries, and billing data. The role supports timely invoicing, correct chart-of-accounts coding, vendor payments, and accurate time and payroll records. Additional duties include administrative support, document management, and coordination of work requests across utility subunits to ensure proper tracking and closeout.
Responsibilities
- Performs accounting activities in the maintenance of accounting, financial, and payroll records according to established practices and procedures.
- Processes and audits accounting documents and personnel forms as follows: maintains and accounts for daily receipts; prepares invoices for processing, analyzes invoice for accuracy and completeness; verifies items received and verifies purchases made against Purchase Orders and Procurement Card; Reviews and participates in the preparation of purchase requisitions.
- Assist with Utility budget and budget accounting. Assembles and prepares utility data for general ledger posting verification. Checks for correctness and completeness of information.
- Works in conjunction with Purchasing and Accounts Payable units on processing orders. Verify that labor, materials, and service descriptions entered in the DASH work order system align with the work performed
- Prepares time sheets for time entry of utility personnel; verifies time and payroll data with foreman.
- Assist with travel requests and travel expense reimbursement requests within DASH; advises on proper documentation and processing procedures to include conference registration or direct bill of airfare guidance.
- Issue work orders based on incoming requests and monitor them from creation to completion including verification of billing. Verify that labor, materials, and service descriptions entered in the DASH work order system align with the work performed.
- Coordinate service outages for utilities, maintenance and other facility units.
- Coordinate work and assignments with Maintenance Clerk and fills in during times of absence.
- Create or assist others with entering work orders, track time and purchase entries, completion of work, follow through close out and billing.
- Track overtime to ensure completeness and details on work orders. Compiles financial work order information for reports and utility usages.
- Maintain an organized system for work orders, leave records, service logs, and departmental documents.
- Responsible for clear and professional communication with staff, supervisors, customers, and accounting team. Serve as a point of contact for the unit.
Required Qualifications
- Education
- High School diploma or GED
- Experience:
- Two (2) years of experience in administration, accounting, and/or timekeeping
- Knowledge of Work Order Management Systems
- Knowledge of corporate purchasing and payroll systems
- Ability to use a computer and database, word processor, excel, email, and presentation software
- Accuracy and attention to detail, ability to work under stress
- Ability to work well with others and to be courteous even when being challenged.
- Knowledge of chart of accounts and billing processes.
- University of Tennessee - Knoxville, TN Campus
- This is an on-site position
- UT market range: MR05
- Find more information on the UT Market Range structure here
- Find more information on UT Benefits here
About The College/Department/Division
UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxville's largest non-academic department, team members are responsible for facilities maintenance and repair, custodial needs, landscaping and lawncare, utility work, in-house and capital construction projects, facilities planning and design, environmental initiatives, pest control, campus event services, and facilities administration functions for both the flagship campus and the agricultural institute. The Facilities Services staff provides around-the-clock coverage to ensure students, staff, faculty, and fans have a consistent and positive experience every time they step foot on Rocky Top.
About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.
UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.
The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.
UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top-tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone.
The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.
Apply today and join the Tennessee Volunteer community
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