What are the responsibilities and job description for the Executive Assistant position at Inland Empire Utilities Agency?
THE OPPORTUNITY:
Are you an organized professional who thrives in a fast-paced environment? Do you take pride in providing critical support to executive management while working in a team? If so, we have an excellent opportunity for an Executive Assistant to gain experience across Agency departments, stakeholders, and member agencies. As a detail-oriented problem solver, you’ll have opportunities to grow and contribute. We’re looking for someone who values efficiency, collaboration, strategic thinking, and effective decision-making. If this sounds like you, the Inland Empire Utilities Agency invites you to apply!
Reporting to the Board Services Officer, the ideal candidate will have strong interpersonal skills and the ability to build and maintain professional relationships with elected officials, department leaders, Agency employees, and external stakeholders. You should be a clear communicator who operates with integrity, discretion, and independent judgment, while demonstrating a commitment to collaboration, public service, and high standards in document preparation and management.
This role could be an ideal match for you if:
- You thrive in a fast-paced environment.
- You deal with tasks with a strong sense of urgency and effective decision-making.
- You are highly organized and have a knack for creating efficiencies and streamlining processes.
- You have strong written and verbal communication skills and enjoy collaborating with other departments to ensure consistent service and documents.
- You are able to manage and maintain confidential records with precision.
- You value a workplace where teamwork, mutual trust, and respect are the foundation of success
The Inland Empire Utilities Agency (IEUA/Agency) serves approximately 935,000 residents in western San Bernardino County and is proud of our reputation of promoting greater water supply reliability through significant contributions to a diverse regional water supply portfolio, including water from stormwater capture, recycling and reuse, and imported water supplies. The Agency continues to be fully committed to ensuring long-term success for the region by leading the way in water resource management, environmental sustainability, and providing essential sanitation services in a regionally planned and cost-effective manner while safeguarding public health and promoting economic development.
Here are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us:
- A 4-day work week with remote hybrid work schedules for some positions
- A pension through California Public Employees’ Retirement System (CalPERS)
- Generous employer monthly health benefit allowances to go towards the cost of medical, dental, and vision insurance
- Competitive vacation, floating holiday, sick time in addition to 12 agency paid holidays
- Education Reimbursement up to $5,250 per fiscal year
- Basic life insurance coverage provided
- Wellness Stipend of $500 per fiscal year
- 457b Deferred Compensation Contribution
- Interest free loan for a computer purchase up to $3,000
This recruitment is being conducted to fill (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.
Employees in this class typically report to the Board Secretary/Office Manager and provide proactive and independent administrative support to the General Manager, Deputy General Manager, and/or Assistant General Manager.
Acts as liaison in coordinating matters between the executive manager’s office and departments; tracks action items by department; prioritizes requests by departments; prepares and distributes agendas for meetings; follows up on various assignments to ensure that needed action is taken; performs important member agency and public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; researches requests or complaints and refers matters to appropriate Agency staff and/or takes or recommends action to resolve issue; researches and provides documentation in response to Public Records Act requests for division.
Organizes, maintains and updates confidential, specialized and technical files, documents and records including division personnel records and performance evaluations, workers’ compensation materials, requests for proposals and regulatory and project-related reports; performs division administrative support including developing tracking, analyzing and reporting metrics and documents; creates and maintains electronic and physical filing systems; obtains and validates accuracy of technical and specialized documentation related to financial reporting, hazardous and chemical materials and regulatory compliance.
Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track KPIs and division documentation; calculates budget usage and fund percentages; prepares budget variance analysis, goals and objectives reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
Gathers background materials and documents needed to draft recommendations and reports for Board letters; researches prior Board actions and financial information related to project or recommendation and forwards to project manager or executive for review; tracks status of Board items and validates required deadlines are met.
Maintains and coordinates a variety of executive and/or division calendars; makes meeting arrangements including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; may serve as recording secretary to the Board, a committee or a joint powers authority; prepares and distributes follow-up letters and documentation; assists with setup and cleanup for special events; contacts vendors for food orders, supplies, audio visual equipment; handles other meeting logistics.
In some assignments, may lead and provide work guidance and direction in the duties of lower-level staff; participates in scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with Agency standards; provides information, instruction and training on work processes, proper uses of equipment and safe work practices; provides input to supervisor on employee work performance and behaviors.
Communicate information accurately and effectively; comprehend requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment.
Reach sound decisions in accordance with Agency and department policies and procedures.
Prepare clear and accurate reports, documents, data entries and files.
Prepare, administer and monitor a division budget and anticipate future budgetary needs.
Maintain highly confidential information.
Understand and follow written and oral instructions.
Represent the Agency effectively in dealings with elected and appointed officials, other utilities and agencies, and the public.
Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
Establish and maintain effective working relationships with all those encountered in the course of work.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
"The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".
Salary : $95,226 - $116,022
