Executive Secretary

EXECUTIVE SECRETARY Town of Jupiter Island/South Martin Regional Utility
DEPARTMENT: SMRU Administration
CLASSIFICATION: Full-Time
FLSA DESIGNATION: Non-Exempt
REPORTING RELATIONSHIPS: Reports to Utility Director

DISTINGUISHING FEATURESOF THE POSITION:

This position provides support and assistance to the office of the Utility Director and SMRU Board, performing advanced secretarial and administrative duties.

FUNCTIONS & DUTIES:

• Plans, initiates and carries out to completion clerical, secretarial, business and administrative services.
• Communicates by receiving callers, walk-in guests, phone calls or emails with residents, customers, contractors, vendors, and members of the public.
• Answers phones, screens and routes calls; provides general guidance and resolves routine questions or problems accurately and effectively.
• Serves as the staff liaison to the SMRU Utility Board, municipal, county, and state agencies, and other public or private sector entities.
• Schedules and sets appointments and maintains the Utility Director’s calendar.
• Prepares the SMRU agendas, newsletters, reports, spreadsheets, letters, correspondence and memoranda.
• Serves as the recording secretary and administrative aide to the SMRU Board of Directors.
• Takes and transcribes meeting minutes.
• Assists in the implementation of recruitment efforts for SMRU personnel related activities.
• Prepares legal and public hearing notices, job advertisements, and job descriptions.
• Places orders for administrative office equipment and supplies; prepares purchase orders and maintains contracts and contract files.
• Collects and distributes mail received.
• Performs general staff assistance to various departments of the utility, as necessary.

· Develops and implements special projects as assigned.

· Performs other duties as assigned.

EDUCATION/CERTIFICATIONS:

· Associate degree in business, public administration or related field, or a commensurate combination of education, training and experience.

· Must possess a valid Florida driver’s license and maintain a good driving record.

EXPERIENCE REQUIRED:

· Five (5) years of progressively responsible experience as an administrative assistant, secretary, office clerk, in the field of business, finance, or human resources, or a commensurate combination of education, training and experience. Previous experience as an Executive Assistant to a Manager in the public sector or Utility is preferred. Proficient in Word, Excel and/or other database management systems.

REQUIRED KNOWLEDGE:

· Knowledge of basic organizational policies and procedures and administrative practices

· Knowledge of modern office procedures, methods, and computer software packages

· Knowledge of telephone systems

· Working knowledge of standard office equipment

SKILLS/ABILITIES

• Ability to resolve routine problems accurately and effectively.
• Able to maintain a professional demeanor and high degree of confidentially at all times.

· Ability to understand advanced conversations and receive instructions

· Good oral and written communication skills

· Ability to make calculations using basic and advance math skills.

· Ability to use up to date word processing equipment and software applications

· Ability to work independently and effectively and use good judgment

· Ability to prepare reports, compose letters, prepare spreadsheets

· Ability to understand, interpret and apply rules, regulations, policies and procedures

WORKING CONDITIONS

Working conditions may vary. Must be able to sit, stand for long periods of time. Must be able to move about freely to complete the assigned work. No significant hazardous conditions exist.

DISCLAIMER: INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff and termination decisions. Well constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed in an attempt to illustrate job functions and basic duties, in addition to 'peripheral tasks' or that could generally be considered "other duties as assigned". In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Requirements, skills and abilities included have been determined to illustrate the minimal standards required to successfully perform the positions.

Job Type: Full-time

Pay: From $30.13 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• administrative assistant, secretary, office clerk: 5 years (Required)

Work Location: In person

Salary : $30