Administrative Assistant

Company Description

Aqua is a leading U.S.-based water and wastewater utility company, serving over 3 million people across eight states, including Illinois, Pennsylvania, and Texas. With over 130 years of experience since its founding in 1886, Aqua is dedicated to protecting and providing Earth’s most vital resource—water. Guided by values of integrity, respect, and excellence, Aqua prioritizes safety, environmental stewardship, and the well-being of the communities it serves. The company is committed to delivering reliable water services while maintaining a culture of responsibility and care. Learn more at and connect on social media with MyAquaWater.

Role Description

Aqua is seeking a full-time Administrative Assistant to join our team in Westerville, OH. This on-site role involves providing key administrative support to ensure smooth day-to-day operations. Responsibilities include managing schedules, coordinating meetings, handling correspondence, maintaining records, and providing general clerical support. The Administrative Assistant will play a critical role in supporting the leadership team and ensuring operational efficiency across the office.

Responsibilities and Duties:

Prepare correspondence, including reports and meeting minutes and distribute via e-mail, fax, overnight shipping, etc.

Maintain general files and records

Responsible for charging out inventory and assisting in the annual physical inventory count

Direct telephone calls and messages, make copies, distribute mail and order supplies

Responsible for the operation and maintenance of office equipment, cleaning contractor, security system and building maintenance

Responsible for various financial duties for the division including processing of invoices, bank deposits, preparation of purchase orders, credit card statements, claims processing, bulk water invoicing, monthly financial close and other financial duties as assigned

Enter and edit payroll for division employees

Local contact for workers compensation claims processing and other benefits and human resource issues

Coordinate and schedule division activities including, but not limited to, employee meetings, community events and other division public-relation initiatives

Responsible for all new customers: Application process, processing loan applications, creating new account and setting appointments

Responsible for coordination and record keeping for the Cross Connection Control Program.

Responsible for providing back up to the Field Supervisor with various tasks including but not limited to scheduling work orders, customer inquiries and field locates. Also responsible for backing up the State Customer Service Representatives when requested.

All other duties as assigned.

Qualifications

Proficiency in Administrative Assistance and Clerical Skills to manage schedules, organize documents, and oversee office processes

Excellent typing and computer skills including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), and have the ability to gain proficiency in company technical software such as SAP, Banner, ServiceLink, and Powerplant.

Exceptional organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment

Self-starter who can operate with little or no direct supervision

Must have the personality, articulation (both spoken and written), and characteristics necessary to communicate effectively with customers, all levels of management, employees, regulatory agencies, government officials and vendors

At least three years’ experience in a responsible administrative position; bookkeeping, accounting experience or training a plus.

Maintain Notary License

Ability to work on-site in Westerville, OH, and collaborate within a team-oriented environment

High school diploma or equivalent is required; additional certifications or training in office administration is a plus

Apply at