Executive Assistant I - Division 13
About The Position
This is a repost, all previous applicants must reapply in order to be considered. This position serves as Executive Assistant to the Division Engineer and the Deputy Division Engineer. The primary purpose of this position is to provide a full range of executive-level support assisting management staff in the daily operational workflow of the Division Office in all phases of work involved. Position duties consist of responding to the public, receiving incoming calls, preparing/processing reports, forms, documents, agreements & correspondence, filing, maintaining filing system, sorting mail and scheduling meetings. Position will require daily review of Division Engineer's email correspondence and dissemination of certain messages to appropriate staff members, maintaining a working knowledge of high priority items and tasks for the Division Engineer, while assisting in the timely response and handling of these items. This position will process invoices and process travel reimbursements. This position will interpret policies and procedures as it relates to personnel matters and will serve as direct contact with general public, board members, senators, mayors, representatives, county commissioners and DOT management.
Requirements
- Considerable knowledge of program services, policies, procedures, laws, rules, and regulations
- Ability to demonstrate and apply this knowledge in performance of administrative support tasks
- Ability to explain and interpret program information to clients/customers and staff
- Ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups
- Ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions
- Ability to develop ideas into plans of action and to coordinate the actions through implementation
- Ability to present ideas clearly and effectively in written form; ability to edit, adjust language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure
- Ability to compile, assimilate, organize, and analyze printed and electronic information
- Ability to apply knowledge of data research and manipulative analysis
- Ability to provide directions to staff
- Bachelor's degree, preferably in business administration or a related discipline from an appropriately accredited institution; or Associate's degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or an equivalent combination of education and experience.
Nice To Haves
- Experience in applying office management techniques, polices, and practices.
- Experience using Microsoft Office, Word, Excel, Power point, Outlook Mail, and Calendar, and SAP.
- Experience providing administrative assistance and support in the daily operations of managing and directing operations, programs, and activities.
- Experience gathering and analyzing data/information and composing technical and administrative reports.
- Demonstrated ability to independently analyze, apply and interpret policy and procedures to resolve problems and questions.
Responsibilities
- Responding to the public
- Receiving incoming calls
- Preparing/processing reports, forms, documents, agreements & correspondence
- Filing, maintaining filing system
- Sorting mail and scheduling meetings
- Daily review of Division Engineer's email correspondence and dissemination of certain messages to appropriate staff members
- Maintaining a working knowledge of high priority items and tasks for the Division Engineer, while assisting in the timely response and handling of these items
- Processing invoices and process travel reimbursements
- Interpreting policies and procedures as it relates to personnel matters
- Serving as direct contact with general public, board members, senators, mayors, representatives, county commissioners and DOT management
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Executive, Legislative, and Other General Government Support
Number of Employees
1,001-5,000 employees
