Executive Assistant

Description

DESCRIPTION:

Under general supervision of the Chief Executive Officer, this position performs highly responsible and complex administrative support work, functions as Clerk of the Board, and provides clerical support to the CEO and other District staff as assigned.

Administrative/At-Will/Non-Represented

CLASS CHARACTERISTICS:

This is a single-position classification. Work involves performing complex administrative clerical support services, including public contact. Requires the exercise of independent judgment, initiative and discretion based on a knowledge of administrative policies and procedures in performing daily activities. Work also involves contact with the District Board of Directors and operating departments and offices.

SUPERVISION RECEIVED AND EXERCISED

The incumbent works with minimal oversight in the performance of the majority of office duties and administrative or technical tasks; however, special and unusual assignments may be subject to closer guidance. Work is reviewed by the CEO for achievement of desired results and adherence to administrative policies and procedures. Supervision and direction of work assignments may be exercised over assigned personnel on behalf of the CEO.

CONFIDENTIAL EMPLOYEE DESIGNATION:

An employee in this classification may have access to decisions or the decision-making process of the District concerning matters related to employer-employee relations and may have access to and/or may prepare confidential materials and/or information and/or recommendations on behalf of the District in matters relating to employer-employee relations.

CORE COMPETENCIES:

• Calendar Management: Scheduling reviewing, and managing multiple activity calendars for the CEO and the Board of Directors ensuring compliance with legal and regulatory requirements.
• Ethics and Compliance: Upholding ethical standards, promoting transparency, and ensuring adherence to ethics regulations, conflict of interest policies, and compliance requirements for Clerk of the Board assigned duties.
• Communication Skills: Effectively communicating with internal stakeholders, local, regional, state, and national appointed and elected officials, and other regulatory agencies orally and in writing. This includes writing clear and concise documents, and reports.
• Relationship Building - Establishing rapport and maintaining mutually productive relationships with all parties contacted in the course and scope of work.

Examples of Duties

ESSENTIAL FUNCTIONS:

The functions and duties listed represent the various types of work that may be performed. This listing is not exhaustive, and the omission of specific duties does not exclude them if the work is related. Management reserves the right to add, modify, change or rescind work assignments as needed.

• Performs a wide variety of complex office administration tasks; acts as a liaison between the CEO, the District Board, District staff and select outside agencies.
• Composes, reviews, edits, and assembles correspondence, memos, reports, forms, and other documents including those of a confidential nature, to ensure completeness, accuracy, and compliance with policies and procedures for the department head, other staff, and projects as assigned.
• Receives telephone calls and visitors for the CEO, ascertains nature of business and directs to the appropriate authority for disposition; coordinate meetings, schedule appointments for and with the CEO; arranges and confirms meetings with the District Board and other official and community bodies; makes travel arrangements for CEO, District staff and Board of Directors as needed.
• Attends a variety of District Board, commission, community, project group, staff, and other meetings; takes notes and transcribes minutes; assembles and prepares District Board agendas packets; disseminates information to relevant parties.
• Provides secretarial services to the members of the District Board as required. Maintain all District Board files, including required ethics and/or other federal/state/local mandated training records.
• Prepare and file Form 700 Statement of Economic Interest packets for Board and select District staff.
• Respond to Public Information Act requests, and Board of Directors updates to County and State agencies as required.
• Prepare correspondence and participate in Board retreats and othe…