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Executive Assistant
POSITION TITLE: EXECUTIVE ASSISTANT
EXEMPTION STATUS: Non-Exempt
JOB FAMILY: Public Works and Utilities
JOB LEVEL: 22
GENERAL POSITION SUMMARY: This position is responsible for providing administrative, secretarial and technical support to the Director of Public Works and Utilities
POSITION RELATIONSHIPS
SUPERVISES: None
COST CENTER #:Electric Division
SUPERVISED BY: Director of Public Works and Utilities

GENERAL DUTIES AND RESPONSIBILITIES:

• To support the vision, mission and guiding principles of the city.

• While performing any procedure, all personnel must observe applicable Safety, Health, and Environmental rules and guidelines.

• Attend and participate in training opportunities and seminars relevant to this position.

• Adhere to appropriate city operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Gathers and compiles data as needed for Public Utilities and Works reports and projects.

• Maintains attendance records and payroll data for Public Utilities.

• Composes and types a variety of correspondence, forms, reports and records.

• Provides general information on departmental operations and acts as a liaison between the public and department staff.

• Assist Director with Project Management.

• Reports to City Auditor on capital projects

• Makes travel arrangements for Director and staff

• Coordinates and distributes RFP packages to general public

• Prepares agenda items for public meetings and hearings

• Maintains department inventory records

• Responsible for city website ticket response system

• Maintains utility locates schedule for Public Utilities.

• Maintains the electronic document storage system for Public Utilities.

• Maintains the National Joint Utilities Notification System (NJUNS) for the Public Utilities Department.

• Maintains the electronic work order system for the department

• Performs other related duties as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Any other duties as assigned.

JOB SCOPE

The purpose of this position is to provide technical and administrative support to the department(s). Successful performance helps ensure the efficient and effective operation of the department(s).

COMMUNICATIONS/CUSTOMER CONTACT

• Contacts are typically with co-workers, department heads, other city employees, developers, engineers, contractors, consultants, attorneys, real estate personnel, vendors, board members and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Guidelines include city codes, city personnel regulations, and established practices. These guidelines are clear and specific, but may require some interpretation in application.

The work consists of related administrative and technical support tasks. The variety of tasks and frequent interruptions contribute to the complexity of the work.

Education and Experience

• High School Education or GED and one to three years related experience. Equivalent combination of education and experience.
Knowledge, Skills and Abilities

• Knowledge of city and departmental policies and procedures.

• Knowledge of city codes and building codes.

• Knowledge of bookkeeping practices.

• Knowledge of the geographic boundaries of the city.

• Skill in maintaining records and compiling reports.

• Skill in performing basic mathematical calculations.

• Skill in written and oral communication.

JOB CONDITIONS: (SEE EXAMPLES BELOW)

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is:

• Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear

• Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl

• Occasionally lift and/or move up to 30 pounds

• While performing the duties of this job, the associate may be occasionally exposed to fumes or airborne particles and toxic or caustic chemicals

• Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus

• The noise level in the work environment is usually low