Executive Assistant

City of Ennis•Ennis, TX

About The Position

Under the general direction of the Public Works Assistant Director / Utility Operations, the Executive Assistant provides high-level administrative and organizational support to the Utility Operations Department and its divisions. The role maintains financial and operational records, assists with data management and project documentation, and supports senior management with executive-level administrative functions. The position provides administrative and emergency management support to the Utility Operations Director and assigned divisions. It supports departmental staff and the public with procedures, compliance, and regulations; handles confidential information; and may supervise administrative staff. The position has frequent contact with employees, citizens, local, state, and federal agencies, and other City departments.

Requirements

Associate degree in Business Administration, Public Administration, or equivalent, and three years of experience in administration, business, or office management; or an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
Valid Class C Texas driver license and ability to maintain a satisfactory driving record.
Knowledge of City rules, regulations, policies, and procedures.
Knowledge of methods and techniques for providing effective administrative support.
Knowledge of record-keeping and records management principles.
Ability to assess and prioritize multiple tasks, projects, and demands.
Strong customer service and conflict resolution skills.
Ability to work effectively in a high-pressure environment with changing priorities.
Skill in establishing and maintaining professional relationships with staff, the public, and City employees.
Knowledge of the Incident Command System (ICS) and emergency response planning.
Understanding of utility facilities, critical infrastructure operations, and systems for distribution, treatment, and collections.
Ability to handle confidential issues with discretion.

Responsibilities

Provide primary administrative and emergency management support to the Utility Operations Director and assigned divisions.
Maintain calendars, schedule meetings, coordinate travel, organize special events, and manage complex scheduling needs.
Prepare meeting agendas, presentation materials, ordinances, resolutions, and meeting minutes for distribution.
Conduct and coordinate assigned projects, research studies, and documentation for key cases and departmental initiatives.
Maintain and track departmental records, files, and databases; compile statistical data; and prepare technical, financial, and management reports.
Maintain financial and operational records for Collections and Distribution, Water Treatment, Sewer Treatment, and Environmental Compliance programs.
Support operational staff with strategic planning, data management, and project documentation.
Compose, edit, and process correspondence, memoranda, and legal and technical documents in accordance with City policies and procedures.
Monitor deadlines and due dates for critical documents and projects, and identify and resolve administrative issues and workflow conflicts.
Research files and databases to check compliance with City policies and procedures; input, retrieve, and review confidential data.
Assist in coordinating emergency plan activities, including training and preparedness drills.
Screen and route calls, and take and deliver messages.
Advise and assist staff and customers on compliance with laws, rules, and regulations.
Respond to sensitive information requests that may involve confidential matters.
Provide customer service and assistance to staff and the public regarding departmental procedures, compliance, and regulations.
Review and coordinate training sessions.
Prepare personnel matters, maintain confidentiality, and perform employee timekeeping functions.
May supervise administrative staff.
Perform other duties as assigned.