Executive Administrative Assistant - Starkville Utilities Department

Executive Administrative Assistant - Starkville Utilities Department

GENERAL POSITION SUMMARY:

The Executive Administrative Assistant performs administrative work in support of the Utilities Department. Duties may include providing administrative support, customer service, communication, coordination, and technical expertise of activities, programs, events, and special projects to relieve the General Manager of administrative tasks in the administration of the Department. The incumbent serves as the gatekeeper between the Department’s General Manager and the internal and external stakeholders.

ESSENTIAL JOB FUNCTIONS:

• Provides executive administrative support to the Utilities Department’s General Manager
• Establishes and ensures an accurate, current, and thorough electronic and manual file maintenance system.
• Executes various complex and confidential assignments in the administration, coordination, and direction of activities for the General Manager.
• Researches, analyzes, and compiles administrative details involving confidential and sensitive information resulting from oral source interviews and due diligence of documentation and historical information.
• Engages in department, civic, and community relations duties.
• Seeks out diverse ways to engage the City’s citizens, businesses and customers.
• Demonstrates good customer service internally and externally for the Department.
• Serves as the principal point of internal contact for departmental communications and coordination of information.
• Organizes and prepares for the General Manager’s meetings, receptions, employee recognition, ceremonies, press conferences, work sessions, town hall gatherings and other related activities to include notifying the news media of meetings, special events, and related activities as directed.
• Assists in the preparation and submission of grants, contracts, agreements, and similar documents.
• Obtains and maintains a thorough understanding of all department activities and functions to improve operations through new initiatives; more efficient processes; and innovative/strategic thinking.
• Executes general assignments and special projects administered by the Department and directed by the General Manager.
• Coordinates with third party communication specialists to assist with the handling of press releases, photographic capture of departmental work, updates to social media, presentation preparation, and Department’s website.
• Coordinates and oversees the day-to-day management of the facilities for the organization, as appropriate, to include maintenance, cleaning, inventory management, logistics, security, and related activities.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• Customer service principles.
• Planning and organizing.
• Resource management.
• Microsoft Excel, Word, and Access.
• Social media platforms and different marketing and communication strategies and tools.
• Basic accounting and billing methods.

Skills and Ability to:

• Demonstrate leadership.
• Utilize various software for efficient record keeping and management.
• Communicate orally and in writing effectively to a variety of audiences.
• Speak publicly comfortably, establishing rapport and credibility with supervisors; employees, other departments, city officials, personnel, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status work, exchange information, or resolve problems.
• Think and plan strategically.
• Be detail oriented.
• Follow-up on assignments.
• Research customer billing or payment issues.
• Manage and prioritize multiple projects simultaneously, using good judgment with frequent interruptions.
• Learn new technology quickly and efficiently.
• Be flexible and adaptable.
• Work well in a high volume, demanding environment with multiple priorities.
• Incorporate continuous quality improvement principles in daily activities.
• Engage with a variety of people in structured and unstructured situations.
• Use tact, initiative, prudence, and independent judgment within policy, procedural, and legal guidelines.
• Follow Department and City policies and procedures when operating with minimum supervision.
• Analyze problems, identify solutions, project consequences, and share recommendations supporting goals.
• Lift up to 50 pounds.

EXAMPLES OF WORK:

• Composes requisition request.
• Orders materials and supplies
• Gathers and analyzes information for travel and payment requests, etc.
• Compiles information from diverse types of records for legal, regulatory, and internal decision-making.
• Prepares, maintains, and files office reports, including utility compliance documents, facility and infrastructure documents, contracts, and general correspondence between the Utilities Department and other governing agencies.
• Researches data; gathers documents, information, materials, and supporting information.
• Confers with citizens by: responding to citizens' concerns and complaints; resolving issues as appropriate; collaborating with other staff members for joint resolution; and providing routine information regarding the City or Department’s operations and services e.g., during times of outages or operational interruptions.
• Develops and delivers presentations to customers, community groups, or other stakeholders related to Utilities’ initiatives, projects, procedures, or other information of interest.

PHYSICAL, MENTAL, & OTHER CAPABILITIES:

Work is performed in an office environment and involves everyday risks or discomforts which require normal safety precautions. Work requires frequent physical tasks such as sitting, walking over rough surfaces, bending, stooping, climbing, and lifting containers and debris up to fifty pounds in weight.

EDUCATION AND/OR EXPERIENCE REQUIRED:

• Associate’s degree from an accredited college or university in business administration or related field.

And

• Five (5) years of administrative experience or a related field, preferably in a public sector environment.

LICENSES, CERTIFICATIONS & OTHER REQUIREMENTS:

• Must possess and maintain a valid Mississippi Driver’s License and acceptable MVR.

PREFERRED QUALIFICATIONS AND EXPERIENCE:

• Bachelor’s Degree from an accredited college or university in business administration or related field.
• Professional experience in Marketing, Communications, or other related field.
• Knowledge and experience in a Utility related organization.

Job Type: Full-time

Pay: $50,000.00 - $54,170.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Application Question(s):

• Do you have both knowledge and experience working in a Utility related organization?

Education:

• Associate (Required)

Experience:

• Administrative: 5 years (Required)

Ability to Commute:

• Starkville, MS 39759 (Required)

Work Location: In person

Salary : $50,000 - $54,170