Executive Assistant

SUPERVISOR: Treasurer/Manager

STARTING WAGE: $30.00

SAFTY SENSITIVE: Yes

REVISION: 03/25/2025

ESTABLISHED: 07/01/1989

JOB SUMMARY:

Provides complex, high-level administrative support to the Treasurer/Manager, the District Board of Directors, and the senior staff of the District. Maintains the utmost personal and confidential scrutiny for any information shared by constituents and employees in matters that are only for the Treasurer/Manager’s need to know. This is a statutory position.

ESSENTIAL DUTIES:

• Responsible for directing calls, taking messages and/or greeting visitors to the Treasurer/Manager.
• Act as a liaison with Staff and Treasurer/Manager to keep informed and updated on each other’s needs.
• Coordinate and record all meetings with Board of Directors, Treasurer/Manager, Management and the District’s legal staff using the calendar program.
• Open and distribute the Treasurer/Manager’s mail.
• Type reports, letters, and other correspondence for the Treasurer/Manager, Board and all staff members as needed.
• Maintain all Treasurer/Manager's files and keep the Legal Research Request (LRR) file updated. Initiates new LRRs.
• Responsible for keeping the District’s library program updated.
• Maintain an updated list of topics to be discussed at future Board meetings as directed by the Treasurer/Manager and the Board of Directors.
• In the absence of the Treasurer/Manager, responsible for directing constituent complaints to the appropriate department Staff and keeping the Treasurer/Manager informed.
• Arrange travel and out-of-town meetings and conferences for the Treasurer/Manager, Board, Staff, legal and District employees. Keep track of all travel arrangements, charges, and receipts for reconciliation of Treasurer/Manager’s credit card.
• Professionally handle and/or make arrangements for special meetings, press conferences, and other meetings which involve political, city, county, university, and other public or governmental entities.
• Act as assistant/liaison on special committees which the Treasurer/Manager chairs or is a member.
• Keep inventory of all supplies needed for office and board meetings; requisition to purchasing for needed items.
• Schedule all Board activities in conjunction with Treasurer/Manager.
• Preparation for monthly board meetings, i.e., notification of board meetings to local paper, compiling all information for electronic board packets to be sent to the Board, posting notice of meeting at workplace, and sending out agendas to email list all in accordance with the Open Meetings Act.
• Preparation for actual board meeting: setting up meeting room, virtual system, and ordering/pick up of food; act as hostess to Board and guests; keep accurate roster of attendees; clean up meeting room and remove and/or destroy sensitive materials after meetings.
• Attends all Board meetings and other required meetings assigned by Treasurer/Manager. Take minutes at Board meetings and keeps digital copies as well as a file of all items used and/or presented at the monthly meeting. Transcribe, type, and present correct final minutes to the Treasurer/Manager and Board.
• Keep Board resolutions by yearly numbered list; be able to schedule yearly items on the Board agenda by memory and by state law, i.e. Open Meetings Act Resolution.
• Responsible for ensuring that the District and the Board are in compliance with the Open Meetings Act and Public Records Compliance at all times.
• Posting minutes to website and keeping the Treasurer/Manager and Board sections of website updated.
• Responsible for bi-yearly Board of Directors elections, which includes: meeting deadlines for legal notices, petitions, organizing polling places and judges, arranging for special board meeting for ballot count, and finalizing the election process.
• Contribute to a team effort by accomplishing tasks as needed.
• Responsible for knowing and abiding by all department and District policies and procedures.
• Attendance during scheduled shift.
• Performs other duties as assigned.

KNOWLEDGE/SKILLS/ABILITIES:

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to Board, staff and member issues.

Knowledge of: Robert’s Rules of Order for process during board meetings; principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; principles and practices of effective research methods and data analysis, customer service, and problem resolution techniques; occupational and environmental safety and health hazards, and safety practices; safe and effective use and maintenance of related tools, materials, and equipment; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers and related software applications; operations, policies, and procedures to effectively perform the required functions and duties of the position.

Ability to: perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures, rules, standards, and regulations governing related activities and functions; collect applicable information and maintain accurate and timely records; maintain confidentiality of information and data; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; prepare and present accurate and reliable information and reports; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; safely and effectively operate relevant tools, equipment, and motorized vehicles; navigate across even and uneven surfaces; timely and accurately enter data and update records using various mediums and formats; understand and follow broad or complex instructions; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives; maintain effective and cooperative working relationships with others.

Skills in: reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, and procedures; effectively managing assignments; responding to inquiries timely and within the scope of delegated authority; responding appropriately, maintaining objectivity and freedom from prejudice, and exercising sound judgment and understanding in all interactions; effectively working independently, or as a team member, in various environments with changing priorities; preparing and presenting various reports, documents, forms, and correspondence; researching information, analyzing data, maintaining accurate records, and updating information in various mediums and formats; operating a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating appropriate and effective interpersonal communication and conflict resolution skills; performing highly effective support in assigned areas.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee must be able to move about the work environment; work in a fast paced environment; must have the ability to frequently move or re-position up to 20 pounds of materials or objects; must be able to operate certain office equipment; specific vision abilities required by this position include extended periods of time reading, close vision and ability to adjust focus. Essential duties are performed indoors under normal temperature-controlled conditions; the work surface is level, carpeted, tiled and/or a concrete floor.

This organization reserves the right to revise or change job duties and responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.

QUALIFICATIONS:

High School diploma or equivalent, required, bachelor’s degree in business or public administration highly desirable, associate’s degree in paralegal studies or a certification is preferred; PLUS a minimum of five years (5) years’ experience in an administrative function; must be bondable for a notary.

Education/Experience substitution: A combination of education, experience and training may be applied.

Licenses/Certifications: Must have a valid driver’s license.

Other: Must pass post-offer, pre-employment drug screen, medical exam and motor vehicle report in compliance with District insurance guidelines.