Executive Assistant

EXECUTIVE ASSISTANT

Classification​: Exempt Reports to: Engineer

JOB DESCRIPTION

The Executive Assistant will provide high-level administrative support to the Executive Director. Work involves responsibility for performing a variety of administrative duties of a staff nature. Work includes administrative-related activities, such as research, management, leadership and continuous review and development of applicable procedures and policies. Work may entail supervision of staff and clerical employees. Initiative and independent judgment are required within the framework of stated objectives, established policies and practices, and major decisions are subject to approval.

This employee is responsible for representing the Executive Director on committees and at certain functions as directed by the Executive Director. General review is provided through conferences with and reports to the Executive Director.

ESSENTIAL FUNCITIONS

1. Serves as an administrative assistant for functional activities and specific programs; reviews and analyzes operating procedures; evaluates and assists in ensuring compliance with the rules and regulations, directives and procedures.

2. Acts as liaison with other department units and governmental agencies regarding administrative matters; provides information to the city and public.

3. Prepares correspondence and memorandums for the Executive Director’s signature.

4. Prepares agenda items for the Huntington Water Quality Board and entities meetings.

5. Prepares press releases as needed and arranges Executive Director’s press conferences and meetings.

6. Prepares minutes of meetings as assigned by the Executive Director

7. Takes and prepares minutes for the Huntington Water Quality Board, Huntington Sanitary Board and Huntington Stormwater Utility leadership meetings.

8. Prepares draft information for Executive Director’s presentations.

9. Prepares travel request forms and expense report forms for the Executive Director.

10. Handles special events as directed by the Executive Director.

11. Responsible for maintaining files for the Executive Director.

12. Clips articles from newspapers regarding the Huntington Water Quality Board, the Huntington Sanitary Board, and the Huntington Stormwater Utility and maintains file of same.

13. Schedules all appointments and meetings for the Executive Director; gathers necessary information for each appointment and meeting and assists the Executive Director in preparation for same.

14. Maintains the Executive Director’s appointment calendar, written and computer format, and forwards calendar to his/her cell phone.

15. Performs various staff duties, including those relating to planning, systems analysis, methodology, operations research and complaints.

16. Serves as liaison for the Executive Director with all department heads and performs supervisory responsibilities as assigned.

17. Serves as liaison for and representative of the Executive Director on such municipal and quasi-government committees as designated.

18. Attends public functions and performs various official acts, i.e., speaking, witnessing or presenting, as directed by the Executive Director.

19. Responds to public complaint and inquiry attempting timely responsible resolution subject to acceptable procedure and approval.

20. Handles phone calls for the Executive Director; places customer requests in City-Works.

21. Performs research and planning duties on special projects as assigned.

22. Receives, opens, date stamps and distributes mail for the Executive Director; prepares appropriate responses when necessary.

23. Maintains conference room schedule; ensures there are sufficient coffee supplies.

24. Maintains office supply stock for all personnel in the board office; manages maintenance and upkeep of equipment in the Huntington Water Quality Board office.

25. Assumes duties of other office support staff in their absences as needed.

26. Promotes courtesy and professionalism throughout the board office.

27. Other duties as assigned.

COMPENTENCIES, KNOWLEDGE, SKILLS AND ABILITIES

1. Excellent knowledge of MS Office Suite

2. Possess clear, concise, effective written and oral communication skills

3. Thorough knowledge of business English, spelling, arithmetic and vocabulary.

4. Considerable knowledge of modern office practices, procedures, systems and equipment.

5. Excellent organizational skills and attention to detail

6. Excellent time management skills with a proven ability to meet deadlines

7. Ability to function well in a high-paced and at times stressful environment

8. Ability to communicate effectively with team members and outside agencies

9. Knowledge of general sanitary and stormwater operations and organization.

10. Knowledge of the principles and practices of municipal government related to sanitary and stormwater systems.

11. Knowledge of City Charter, Codified Ordinances and State Code related to sanitary and stormwater utilities.

12. Information retrieval and research skills.

13. Strong organizational and public relations skills.

14. Ability to develop and implement administrative procedures and operations related to programs and to evaluate their efficiency and effectiveness.

15. Ability to exercise judgment and discretion in applying and interpreting Huntington Water Quality Board’s policies and procedures.

16. Ability to perform research.

17. Ability to plan, organize and direct the work of others.

18. Ability to plan, organize, direct and coordinate a variety of projects and activities.

19. Ability to make moderately complex decisions in accordance with established policies and procedures.

20. Ability to communicate effectively, both verbally and in writing.

21. Ability to establish and maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully.

22. Ability to handle confidential information in a discreet and professional manner.

23. Ability to work outside established business hours.

SPECIAL REQUIREMENTS

Valid driver’s license from the State of West Virginia.

SUPERVISORY RESPONSIBLITY

Work may entail supervision of staff and clerical employees.

WORK ENVIRONMENT

Work is performed indoors and operates the essential functions of this job.

This is a largely sedentary role; however, the employee is regularly required to sit, stand, walk, bend, kneel, crouch, climb, talk, and hear. The employee frequently must be able to manipulate writing instruments, a keyboard and mouse. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

POSITION TYPE/SCHEDULE

This is a full-time position. Primary days of work are Monday through Friday.

TRAVEL

Occasional travel is expected for this position.

REQUIRED EDUCATION AND EXPERIENCE

Graduation from a four-year college or university with major course work in public administration or a related field; experience in municipal government; or any equivalent combination of education and experience.

PREFERRED EDUCATION AND EXPERIENCE

Bachelor’s degree in business, public administration or related field

EEO STATEMENT:

Huntington Water Quality Board provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $55,293.00 per year

Benefits:

Work Location: In person