Executive Assistant-Groton Utilities - Operations

The Executive Assistant, under the direct supervision of the Executive Administrator, performs a variety of administrative, clerical, reception, and procurement support functions, as well as specialized functions, for the City of Groton Department of Utilities.

Critical responsibilities include gathering information and assisting in all state and federal regulatory reporting and timely submission.

Relies on experience and judgment to plan and accomplish goals. Position maintains high confidentiality and integrity.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides timely and accurate administrative support to Department of Utilities’ division(s) where assigned and backup administrative assistance to other divisions as directed, to include:

• Promotes the mission, values and organization of the City of Groton and Department of Utilities internally and to customers and the public.
• Distributes paychecks on a weekly basis.
• Maintains a high level of confidentiality and integrity.
• Performs reception tasks in a courteous and professional manner, to include answering telephones, prompt transfer of calls to the appropriate party, taking messages as necessary, and greeting visitors.
• Sorts, processes, and distributes incoming and inter-office mail and office deliveries. Prepares and sends outgoing and inter-office mail and deliveries.
• Schedules and coordinates meetings and/or meeting space for Management or staff and assists in the maintenance of the Department of Utilities Management calendar.
• Creates a wide variety of general correspondence letters, routine documents, spreadsheets, and presentations as required by Management or staff
• May assist with preparations for Requests for Quotes (RFQS) or bid documents.
• Assists with the preparation and timely submittal of incident or accident reports for the organization, to include submission to Human Resources.
• Performs routine office tasks to include purchase of office supplies; print, copy, fax, scan documents; and the prompt filing of hard copy or electronic documents in the appropriate organized file system in accordance with records retention requirements.
• Registers employees to attend approved seminars, conferences, and other functions, preparing travel arrangements as necessary.
• Aids in the preparation and submittal of employee education and training requests for Management approval.
• Assists with the timely preparation and submittal of employee travel or other expense reports for reconciliation with credit card expenditures or employee reimbursement.
• Assists Management with budget preparation, analysis and reporting processes as needed.
• Responsible for the accurate and timely coordination and processing of procurement and Accounts Payable functions for the Department of Utilities’ assigned division(s) to include preparation of requisitions, proper account coding of requisitions and invoices in accordance with the applicable approved budget and obtaining signature approval of all related paperwork per the Department of Utilities’ Purchasing Policy and Signing Authorities. Assists with the reconciliation of monthly credit cards and invoices charged to work orders, projects, inventory, or fixed assets.
• Responsible for the collection and accurate processing of weekly timesheets for assigned division(s), working closely with the Department of Utilities and City Finance Department to reconcile time entry issues.
• Assists in training employees upon hire or teaching colleagues on processes in place (i.e. time entry) as needed.
• Assists in the timely coordination and accurate preparation of Commission meeting agendas, reports, and minutes, to include preparing meeting packages for members and staff as assigned. Provides information to the Office of the Mayor for the presentation of Resolutions and related items to the City Council. Posts official documents to the City of Groton website and distributes internally in accordance with defined procedures. Performs meeting recording secretary duties as assigned for a variety of department meetings.
• Performs all tasks associated with the timely submission of periodic reports, filings, permits, legal documents, applications, and other regulatory requirements to various authorities in accordance with the Department of Utilities Compliance Calendar or defined schedule as assigned.
• Assists with the maintenance and timely update of the Certificate of Insurance log, Compliance Calendar and other routine logs and schedules for Department of Utilities.

Other Responsibilities

• Performs all work in accordance with applicable Federal and State safety regulations as well as the City and/or Department of Utilities Safety Manual(s).
• Actively participates in workplace health and safety initiatives and aids in identifying and reporting health and safety concerns for the organization.
• Serves on City of Groton and/or Department of Utilities’ committees as assigned.
• May be required to provide communications and other operational support duties during Department of Utilities’ emergency events, including weather-related events and those events that may occur outside normal business hours.
• Assists Executive Administrator as a liaison between the Director’s Office, Utilities’ Divisions, and City Departments to ensure timely and effective communication between business units.
• Maintains conformance with applicable regulatory requirements including, but not limited to, the City Charter, FOIA, City of Groton Policies, Department of Utilities policies and procedures, and applicable Federal or State requirements. Maintains files to adhere to compliance requirements for the Utility.
• Assists the Executive Administrator in overseeing document management and records retention of correspondence, project files, and legal files for the Department of Utilities and its Divisions
• Promotes the vision, mission, and core values of the City of Groton Department of Utilities both internally to City of Groton employees and externally to customers, vendors, affiliates and the General Public.
• Maintains a high level of confidentiality with regard to the Department of Utilities operations.
• May be required to assume duties of the other Department of Utilities administration staff during absences when directed.
• Performs all other duties as assigned.

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

• Associate degree in business administration from an accredited college or university.
• Eight (8) years’ experience in a broad range of Administrative and/or Accounting Support duties with a minimum of five (5) years’ experience working directly with Senior Management may be substituted for education requirement.

ATTRIBUTES AND SKILLS

• Punctual, regular, and consistent attendance is required.
• Must demonstrate a strong working knowledge of general office procedures and Robert’s Rules of Order.
• Must be proficient in Microsoft Office applications such as MS 365, Word, Excel, Outlook, and PowerPoint.
• Must be proficient in spelling, proper use of vocabulary, grammar, and punctuation, and proofreading own work and the work of others.
• Must be able to effectively operate office equipment including printer/copier/scanner/facsimile machines and use a personal computer.
• Must be able to handle multiple tasks and ensure deadlines are met, remaining calm during stressful situations.
• Must be able to work with a variety of personalities.
• Must be skilled in, speedwriting or speed typing for accurate notetaking or as recording secretary during meetings.

Job Type: Full-time

Pay: $28.85 - $31.25 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Administrative and/or Accounting Support: 8 years (Preferred)
• working directly with Senior Management: 5 years (Preferred)

Work Location: In person

Salary : $29 - $31