Executive Assistant

Clark Regional Wastewater District•Vancouver, WA

39d•Onsite

About The Position

The Executive Assistant (EA) provides highly complex, confidential, and professional administrative support to the General Manager in support of the District Mission, Vision, Values, and organizational goals and initiatives. Serves as a liaison among the General Manager, Board, Business Partners, committees, and affiliated organizations, as well as local and regional partners and public officials. Provides high-level customer service and project support while maintaining a positive, professional image on behalf of the District. The EA is intended to succeed the Board Clerk. The EA is a single classification and is not a part of a series. It is distinguished by its advanced administrative skills and knowledge of District operations, District and state regulations, codes, and policies, as well as the highly confidential support provided to the General Manager. The EA works independently, with minimal supervision, performing moderate to complex tasks in recurring and new, varied work situations. The EA exercises discretion, professional judgment, and initiative.

Requirements

Knowledge of relevant federal, state, and local regulations, including Records Management Guidelines and the Public Records Act (RCW 42.56).
Knowledge of office management principles, practices, and procedures.
Knowledge of meeting and event planning practices and procedures.
Knowledge of methods of record keeping: paper and electronic documents, office filing.
Knowledge of basic principles of research, including data collection, data analysis, and report compilation.
Knowledge of principles and practices of customer service.
Skill in coordinating the activities of high-level management officials and staff.
Skill in proofreading and editing, including proper business English, spelling and grammar, with great attention to detail and accuracy.
Skill in prioritizing, organizing, and completing multiple assignments on time, accurately, and with minimal supervision.
Skill in management of paper and electronic document systems.
Proficient use of computer systems and software, including Microsoft Office Suite, Visio, Adobe Acrobat, and records management systems.
Skill in responding to requests and inquiries from the media and general public.
Skill in understanding, interpreting, and applying policies, codes, laws, and regulations applicable to the work.
Skill in explaining complex procedures and regulations to government officials and the general public.
Skill in communicating, speaking, and writing clearly and persuasively in positive and negative situations and varying styles to effectively communicate to the appropriate audience and situation.
Ability to represent the District in a positive and professional manner.
Ability to understand and follow directions, effectively adjust to changing priorities, problem-solve, multitask, and be decisive in taking actions and making decisions.
Ability to maintain sustained attention to detail and work under pressure.
Ability to establish and maintain effective working relationships with all individuals contacted during work.
Ability to identify problems, analyze issues, exercise sound judgment, and use logical thought processes to project consequences, draw conclusions, identify alternatives, make recommendations, and implement an effective course of action.
Ability to recognize issues that require the Board Clerk or General Manager’s immediate attention.
Ability to maintain high levels of confidentiality and exercise discretion.
Ability to coordinate and manage projects, taking initiative in the timely completion of assignments within scheduled deadlines.
Ability to understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
Ability to operate effectively in a team environment and resolve disputes in a professional manner.
Ability to maintain a professional and respectful working environment.
Licensed Notary Public in the State of Washington; required within 12 months of date of hire for external applicants.
Associate degree or specialized education and training in administration, business, business writing, office management, records management, or related field.
Seven (7) years of increasingly responsible administrative support experience, including a minimum of: Two (2) years of administrative support for executive-level and upper management.
Must pass pre-employment, job-related skills testing, including tested proficiency in Microsoft Word, Excel, Outlook, PowerPoint and word processing (at least 60 WPM).
Candidates must possess valid work authorization in the United States that does not require employer sponsorship.

Nice To Haves

Professional Administrative Certification of Excellence (PACE) through American Society of Administrative Professionals, or Certified Administrative Professional (CAP) through International Association of Administrative Professionals, preferred.

Responsibilities

Provide confidential, complex administrative support to the General Manager, including composing, editing, reviewing, and publishing correspondence, documents, presentations, and reports in accordance with District policies, objectives, and guidelines, including those that are of a confidential and/or sensitive nature.
Conduct research and assemble, analyze, and summarize data and information; develop recommendations or proposals; frame issues, conclusions, and opportunities for action; and identify and recommend alternatives.
Communicate and prioritize information and issues and ensure that all relevant background material is provided.
Maintain a calendar of activities, meetings, and events, including handling hotel and travel arrangements.
Serves as a liaison among the General Manager, Board, Business Partners, other partners, and public officials.
May provide confidential, complex administrative support to other members of the Management Team.
Screen visitors and telephone calls for General Manager; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities; refer inquiries to other staff as appropriate.
Serve as the Board Clerk on a temporary or as-needed basis and provide confidential, complex administrative support to the elected Board, including composing correspondence and preparing documents, codes, and resolutions in accordance with established policies, objectives, and guidelines.
Oversee preparation and publishing of Board meeting agenda and materials and maintains the corresponding documentation processes.
Maintains and manages control of written and electronic records following state guidelines and District standards.
Manage assigned special projects.
Exercise judgment and initiative in managing assigned tasks, quality control, and meeting deadlines.
Participate in media relations, public information, and outreach programs.
Follow District regulations, codes, policies, practices, and management directives.
Inspect working area and keep it safe, clean, and professional, including performing general housekeeping duties.
Follow occupational health and safety policies and procedures.
Demonstrate regular and reliable attendance, be dependable and punctual in reporting to work at the assigned facility or work location, as scheduled.
Operate a variety of office equipment.
Perform other duties as assigned.