Executive Assistant - Chief Office of Water Resources

The purpose of an Executive Assistant supporting the Chief of the Office of Water Resources is to provide high-level administrative, operational, and strategic support to ensure the efficient functioning of the office. This role is critical in enabling the Chief to focus on key initiatives related to water resource management, policy development, and regulatory compliance.

This position provides administrative support to the executive-level leadership.

• Types, formats, edits, revises, proofreads, and prints reports, correspondence, memoranda, contracts, agreements, technical charts, tables, and other specialized materials.
• Handles inquiries and requests from the public and other departments; provides general and specialized information regarding assigned functions that require judgment, tact, sensitivity, and the interpretation of policies, rules, and procedures.
• Skillfully handles complaints and inquiries regarding department functions and responsibilities; researches and responds to requests or refers complaints and requests to other staff when warranted.
• Researches and collects financial, statistical, technical, and specialized data from multiple sources for assigned research and special projects.
• Set up and maintain specialized office files, files letters, reports, personnel records, and related technical information in a prescribed manner.  Assembles information for others' use.
• Tracks and processes purchase requisitions, purchase orders, and invoices on the computer; assures that vendors receive payment in a timely manner and investigates any outstanding purchase orders, invoices, or inquiries from vendors, employees, or others.
• Assist in the preparation of payroll by collecting timesheets and completing the department's timesheets for approval and forwarding them to payroll.
• Prepares invoices for accounts receivable.
• Prepare various departmental reports that may include cost expense, budget analysis, travel vouchers, personnel changes, modifications, requisitions for purchasing, and work management programs for updates of input, data, personnel, and equipment.
• Arrange meetings and conferences, schedule interviews and appointments, and perform other duties related to maintaining one or more individual schedules.
• Performs other related duties as assigned. 

Bachelor's Degree in a business-related field with three years of experience in office administration and/or office management or an equivalent combination of education and experience.
 
Additional Requirements
 Background investigation, including supervised drug screen, post-offer/pre-employment medical screen; and verification of education, certifications, and licenses required prior to employment.

Knowledge, Skills & Abilities

• Knowledge of generally accepted accounting principles.
• Knowledge of modern office practices and procedures.
• Knowledge of city policies and procedures.
• Skill in handling confidential matters.
• Skill in the operation of computers and other modern office equipment.
• Skill in interpersonal relations.
• Skill in oral and written communication. 

Other :

SUPERVISORY CONTROLS:  The Chief Officer assigns work in terms of general instructions.  The supervisor checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.
  
 GUIDELINES:  Guidelines include the employee manual, travel and training procedures, purchasing procedures, and supervisory instructions.  These guidelines are generally clear and specific but may require some interpretation in application.
  
 COMPLEXITY:  The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.
 
 SCOPE AND EFFECT:  The purpose of this position is to provide administrative support to the Chief Officer.  Successful performance results in the efficiency of office operations.
  
 PERSONAL CONTACTS:  Contacts are typically with co-workers, department heads, other city employees, elected and appointed officials and their representatives, business leaders, candidates for employment, and the general public.
  
 PURPOSE OF CONTACTS:  Contacts are typically to give or exchange information, provide services, and resolve problems.
  
 PHYSICAL DEMANDS:  The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping.  The employee occasionally lifts light objects and uses tools or equipment requiring a high degree of dexterity.
  
 WORK ENVIRONMENT:  The work is typically performed in an office. 
  
 SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.

Salary : $56,096