This position provides primary support for the General Manager.
In this role, the position significant degree of independence, judgement and accountability for results; and performs difficult, diverse and confidential duties in support of the General Manager in interactions with Board members, representatives of member agencies, top elected officials, officials of other governmental agencies, business and community organizations, interest groups, external affairs and the public.
Responsibilities include composing and preparing correspondence, reports, and other written communications; serving as a point of contact on behalf of the General Manager by receiving incoming calls from directors and members of the public, visitors, emails, and other correspondence; coordinating meetings and agenda items; scheduling, and arranging travel plans and preparing expense reports.
Communicates with staff on the General Manager behalf and coordinates logistics with high-level meetings both internally and externally.
Provides support and assists in the tracking of work projects and the delegation of work assignments to help ensure smooth and effective operations.
Assists with the development of verbal and written reports and presentations; and prepares summaries of reports, memoranda, and documents for executive staff review.
Collects data and completes research projects; and analyzes issues and concerns and recommends innovative solutions.
Conveys information between executive manager and directors, member agency representatives, officials, and staff.
Initiates follow-up procedures to ensure that projects and other tasks are completed and/or deadlines met including coordinating activities with others, and developing systems for tracking information, projects, and pending issues.
Manages complex calendaring of busy, fluctuating schedules that often conflict, includes adding, canceling and editing meeting requests, as well as ensuring timing and logistical details are in place; reminds manager of pending meetings and provides pertinent information.
Arranges, plans and manages travel as needed including booking flights, hotels, etc.; and prepares expense reports.
Types, edits, and composes a variety of letters, memoranda, reports, charts, tables, legal forms, etc.
Prepares agendas; transcribes minutes; composes documents from handwritten or verbal instructions; reviews documents for completeness and accuracy including proper format, grammar, spelling, punctuation, and adherence to policy and procedure; extracts and compiles data and other information for reports; and copies and distributes information.
Assists policy owners with the process of updating operating policies.
Receives and screens phone calls, visitors, incoming correspondence, documents, and e-mails on behalf of the General Manager; prioritizes and routes as appropriate; obtains and/or gives information; answers routine inquires; and explains or clarifies policies and procedures.
Develops, maintains, and manages accurate and organized manual or computerized filing systems; searches, locates, retrieves, and/or tracks files in order to provide requested information; and creates new files and filing systems when needed.
Examines, verifies, and organizes a variety of records and reports including budget documents, invoices, and regulatory reports.
May take and transcribe dictation, and summary and verbatim notes, to arrange and present the information in a clear and concise manner.
May be responsible for ordering of supplies and processing purchase requisitions.
Performs other related job duties as required.
Education and Experience:
Associate s degree from an accredited college or university and ten years of relevant experience; from an accredited college or university and eight years of relevant experience; or six years as an Administrative Assistant III, Executive Assistant I, or Executive Assistant II.
Required Knowledge of: Current office procedures, methods and equipment including multi-line
phones, copiers, facsimile machines, and computers; filing systems, business correspondence, report
writing procedures, policies and operations with respect to functions performed; English usage, spelling,
grammar, and punctuation.