Operations Administrative Assistant

Job Title: Operations Administrative Assistant (Position Posting – October 2026) Location: Jupiter, Florida Department: Operations & Maintenance Position Type: Full-Time, Non-Exempt with Benefits Salary Range: $20.00 - $23.00 per Hour Reports To: Supervisor of Operations JOB SUMMARY: The South Indian River Water Control District (the District) is seeking a highly organized and motivated Operations Administrative Assistant to provide administrative, and operational coordination support to the Operations Department. This position performs administrative processes associated with District activities that are supported by the contracted District Engineer and District Attorney and coordinated with internal field and administrative staff, including service request administration, operational scheduling, contractor coordination, compliance tracking, inventory management, and operational recordkeeping. The Operations Administrative Assistant serves as a critical support resource that enhances operational efficiency, improves responsiveness to landowners and contractors, and helps ensure continuity of operations throughout the District. The position is based at the District's Stephen J. Hinkle Work Center in Jupiter, Florida, and is anticipated to begin in January 2027. Occasional field visits within the District may be required. ESSENTIAL DUTIES AND RESPONSIBILITIES: · Service Request Administration o Maintain service requests from initial receipt through assignment, status updates, completion documentation, and closure. o Communicate with landowners to obtain additional information, photographs, and supporting documentation. o Assist with prioritizing, scheduling, and monitoring operational work activities. o Maintain service request databases, records, and performance reports. o Assist in developing reporting tools and operational performance metrics. · Administrative Coordination with the District Engineer o Receive, organize, name, track, and transmit field information electronic files and support documentation to the District Engineer for review and analysis. o Convey engineering recommendations and designs into field implementation documents. o Maintain operational records, engineering correspondence, project files, and asset information. o Receive engineering recommendations, distribute information to appropriate staff, track project status, and maintain workflow documentation. · Operations Planning and Scheduling o Assist in planning and coordinating field maintenance activities. o Prepare work schedules, work orders, and supporting documentation. o Coordinate operational activities between District staff, contractors, consultants, and vendors. o Track project progress and provide status updates. · Landowner and Contractor Coordination o Serve as a liaison between the Operations Department, landowners, and contractors. o Coordinate driveway culvert cutouts associated with new construction projects. o Assist with landowner’s contractor communications to support timely project completion. o Maintain professional relationships with landowners, vendors, consultants, and government agencies. · Compliance and Administrative Support o Prepare and track enhanced communication letters sent from the District to landowners regarding encroachments, non-conforming driveway culverts, and other compliance matters. o Maintain operational records, permits, contracts, and compliance documentation. o Prepare correspondence, reports, spreadsheets, and department records. o Schedule meetings and coordinate operational communications. o Perform additional duties as assigned by the Supervisor of Operations. · Inventory and Asset Management o Procure, track, and maintain inventories of road materials, culverts, signs, and operational supplies. o Assist with equipment and asset recordkeeping. o Coordinate surplus property disposal through GovDeals and related programs. MINIMUM QUALIFICATIONS: &midd…

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