Executive Assistant I

Las Vegas Valley Water District

14h•$37•Onsite

About The Position

Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions in a District department; and performs related duties as assigned. Incumbents in this class provide complex, diverse and confidential secretarial, administrative and support services to District department heads, as well as to other department managers and staff, often in a highly sensitive and rapidly changing environment. An Executive Assistant I is distinguished from a Division Secretary in that incumbents in the former class perform a variety of difficult, sensitive and confidential support services for a department head, requiring a high degree of independent judgment and a thorough knowledge of District and departmental functions, policies and procedures. An Executive Assistant I is distinguished from an Executive Assistant II in that incumbents in the latter class provide secretarial, administrative and support services to deputy general managers or executives of an equivalent level.

Requirements

Knowledge of: Office administrative and management practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation; District organization, rules, policies and procedures, including payroll and travel/training and expense reporting; the District's personnel policies and labor contracts; computer equipment and the use of word processing, spreadsheet, graphics and other standard software; budgeting, recordkeeping, filing and purchasing practices and procedures.
Ability to: Operate a computer and word processing software and other standard office equipment; take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position; manage multiple and rapidly changing priorities; organize, set priorities and exercise sound independent judgment within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; organize, research and maintain office files; compose correspondence, prepare documents and make arrangements from brief instructions; communicate clearly and effectively orally and in writing; prepare clear, accurate and concise records and reports; maintain highly sensitive and confidential information; use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals; establish and maintain highly effective working relationships with District executives, officials of other governmental agencies, staff and others encountered in the course of work.
graduation from high school or G.E.D. equivalent, and five years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience.
A valid State of Nevada driver's license and the ability to maintain insurability under the District's Vehicle Insurance Policy.

Responsibilities

Provides secretarial and administrative support to a department head and other department managers and staff; types and/or drafts memoranda, correspondence, extensive technical documents, reports, contracts, forms and other documents from drafts, notes, dictation, transcriptions or brief oral instructions, using word processing software; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; arranges for the printing and distribution of published documents.
Maintains the department head's calendar; coordinates, arranges and confirms meetings; arranges for meeting room setup and refreshments; screens requests for appointments; schedules the use of conference rooms.
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information and complaints from officials, customers and the public, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue; reviews, determines the priority and routes incoming correspondence.
Prepares, proofreads and modifies department agenda items for board meetings; maintains files of agenda items; prepares, assembles and coordinates the delivery of agenda packets and binders.
Prepares technical worksheets, tables and computations; establishes and maintains databases of information for the department.
Researches and assembles information from a variety of sources for the preparation of records and reports; makes arithmetic or statistical calculations; organizes and maintains office files; conducts special studies and recommends procedural or other changes.
Performs daily payroll data entry for department personnel in the District's payroll system.
Prepares and tracks confidential department employee reports, including performance planning appraisal reports, merit increase reviews, leave requests and disciplinary actions.
Prepares department travel and training requests; makes and confirms travel and other arrangements for conferences and business trips; types itineraries, compiles expense reports and prepares post-travel memoranda.
Assists in assembling and compiling the annual department budget; enters revisions and verifies the allocation of funds by divisions and accounts; prints summary reports; prepares summary sheets for tracking payments under open purchase orders, joint funding agreements and bond funds; maintains vendor files; processes purchase orders and pay requests; tracks expenditures against budget.
Attends to a variety of office administrative details such as establishing and maintaining confidential, subject, project and tickler files, ordering supplies, arranging for the repair of equipment, transmitting information and keeping reference materials up to date.
Trains other administrative support staff on word processing, report preparation, business correspondence and District methods and practices.
Maintains files of legislative bill drafts; distributes drafts to departments for comment and response.
Makes meeting and other arrangements and coordinates VIP tours of facilities.
Maintains specialized records in connection with District systems and equipment, including employee badges, electronic access cards, telephones, pagers, cellulars, radio call numbers, etc.
Provides confidential and specialized clerical support during labor negotiations, hearings and litigation.
Serves on special District and department committees and task forces.
Provides backup to other administrative support staff.