Confidential Assistant - Engineering

Emerald Coast Utilities Authority • Pensacola, FL

400d • $66,000 - $66,000

About The Position

The Confidential Assistant in the Engineering Department at Emerald Coast Utilities Authority plays a crucial role in providing administrative and office support to facilitate the efficient operation of the department. This position involves coordinating office activities, managing schedules, and maintaining records, while also serving as a liaison between the department head and staff.

Requirements

• Associate degree or equivalent from a two-year college or technical school with major course work in secretarial science, business, or a related field.
• Three years of responsible and/or specialized secretarial or administrative support experience.
• Strong MS Office skills, including Word and Excel.
• Experience with Adobe Pro, Publisher, PowerPoint, and Microsoft Access is desirable.
• Possession of a valid Driver License.

Nice To Haves

• Experience with Adobe Pro, Publisher, PowerPoint, and Microsoft Access.

Responsibilities

• Perform a wide range of administrative and office support activities for the Engineering Department.
• Coordinate departmental office activities and perform administrative support for the department head.
• Receive and screen visitors and telephone calls, schedule appointments, and provide information to callers.
• Process invoices, vouchers, and purchase orders, verifying items received and invoices for accuracy.
• Perform credit card allocation and statement reconciliation, maintaining purchasing card records.
• Assist in studying office operations and provide recommendations for improving efficiency.
• Establish and maintain office files, logs, and control records.
• Serve as a liaison between the department head and staff, transmitting information and following up on assignments.
• Assist in the preparation of budgets and financial reports, and update personnel records.
• Compose and type routine letters, memorandums, reports, and other documents.
• Proofread and correct prepared materials for grammar, format, and completeness.
• Enter, retrieve, and update information from electronic files.
• Sort, open, and distribute incoming mail to staff, associating correspondence with relevant files.
• Schedule and arrange meetings and conferences, making travel arrangements as needed.
• Take minutes of meetings and translate them into text.
• Create and maintain confidential documents related to utility operations and personnel actions.
• Order office supplies and equipment as needed.
• Review and evaluate applications and contracts for acceptance or approval.
• Gather data for surveys or perform research on special subjects or projects.

What This Job Offers

• Job Type: Full-time
• Industry: Heavy and Civil Engineering Construction
• Education Level: Associate degree