Executive Assistant

Position represented by: non-represented

JOB SUMMARY
The Executive Assistant acts as a liaison and facilitator of communication for the General Manager, Board of Commissioners, members of the executive management team, and outside vendors.  This position works closely with the senior management team to assist and support in highly complex administrative duties that require independent judgment, accountability, organizational and prioritization skills, and outstanding interpersonal skills.

• Provides executive level and confidential support to the District's General Manager, Senior Staff and Board of Commissioners.

• Prepares packets, agendas and meeting materials for Board of Commissioner meetings and Staff meetings, and other documentation, requiring a high level of communication, understanding and execution.

• Coordinates with staff, including senior managers and the Communications Department, to publish and distribute notices of Board of Commissioners meeting and workshops to adhere to the Open Public Meetings Act.
• Coordinates with General Manager, Commissioners and District staff to arrange, prepare, schedule and plan travel and/or training activities.

• Reviews actions taken by Board of Commissioners and directs notifications as may be required to appropriate parties, authenticates and ensures resolutions, contracts and other public documents are distributed and maintained as required by state law. Records documents with Jefferson County Auditor as required.

• Administers flow of information and interactions with the General Manager's office.  Communicates and prioritizes information and issues given to the General Manager and assures that all relevant background material is provided. 

• Schedules and maintains the General Manager's calendar by coordinating meetings, arranging appointments, and scheduling visits. Researches and provides required meeting materials.

• Acts as a liaison to the General Manager and other supervisory positions when asked to maintain confidential records and files or when assisting in discrete matters to adhere to District confidentiality standards.
• Assists multiple departments across the district with various administrative tasks. 
• Retains knowledge and stays educated on Washington State WAC's and RCW's as they pertain to open Government Law in Public Records and Open Meetings. 
• Serves as the Public Records Officer alternate and performs tasks related to the public disclosure process. 

• Keeps General Manager, as appropriate, informed of significant and important matters requiring review or action.
• Prepares correspondence, forms and reports as requested. Proofreads documents for errors. 
• May gather and summarize data and prepare various reports for the General Manager or the Board of Commissioners. 
• Conducts research and information gathering on behalf of the executive and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization.
• Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality

• Coordinate use of District meeting facilities.
• Perform miscellaneous assistance to other departments when required

• Responds quickly and appropriately to customer, vendor and employee inquires, requests, or concerns.
• Performs other duties as assigned.

• Contribute to a successful work group by listening to and taking time to understand suggestions and concerns of co-workers. 
• Offer constructive suggestions and ideas that help the team to meet or exceed objectives and goals by accepting and supporting team decisions. 
• Maintain a positive and collaborative attitude in the workplace.  
• Determine appropriate priorities to balance workload when deadlines compete. Seek assistance when needed.  
• Respond quickly and appropriately to inquiries, requests, or concerns.  
• Review own work for accuracy and routinely detect or prevent errors or mistakes that would prove costly or could jeopardize the operations of the PUD.  
• Work additional hours as necessary to achieve departmental goals as directed by the supervisor.
• Review and follow District employee policies and procedures. 
• Maintain regular and punctual attendance.

• Associate's degree in administrative support, business management, public relations, or related field is required.

• Minimum of five (5) years' experience of progressively responsible executive or managerial administrative support and/or office management experience is required.

• Public sector experience is desirable. 
• A Washington State valid driver’s license is required. 

• May be required to obtain Notary Public License. 
• Any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the functions of this position may be substituted for the foregoing requirements.

• Extensive knowledge of the structure and operation of a publicly owned utility including principles, practices, procedures, schedules and legal requirements; understanding of the requirements and laws pertaining to open public meetings and records management systems.
• Thorough knowledge of office practices, procedures, systems, and technology.
• Ability to establish and maintain effective cooperation and working relationships within the organization, with other agencies, and the general public.
• Ability to communicate clearly and effectively, both orally and in writing; to manage PUD records and record keeping functions with a high degree of accuracy and attention to detail.
• Ability to develop, implement and maintain effective policies and procedures to ensure compliance with existing and proposed laws and regulations.
• Ability to exercise independent judgment and initiative in the administration of applicable rules, procedures and laws.

• Ability to understand, use discretion and maintain a high level of confidentiality.
• Ability to successfully coordinate multiple priorities and handle competing deadlines.
• Ability to serve as the Public Records Officer alternate and understand the District’s Public Disclosure Request process and records requirements at a general level. 

Salary : $61,286 - $120,120