Executive Assistant

City of Danville•Danville, KY

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About The Position

THE CITY OF DANVILLE: The City of Danville is located 35 miles southwest of Lexington and is a thriving community with a population of 17,000. The City is a municipal government agency with a highly efficient infrastructure providing a broad range of public services: water and wastewater treatment, police and fire services, 911 emergency dispatch services, parks and recreation, cemeteries, and public works. The City of Danville is also the business hub to a 5 county, 100,000 +region with quality school systems and a highly educated workforce. Position Summary: Under general supervision of the Municipal Utilities Director. This position requires regular interaction with other departmental personnel and offices within the City of Danville coordinating communication and information to ensure procedures and policies are maintained. Responsible for assembly and provision of contract information between City of Danville Municipal Utilities and consultants and contractors. Is also responsible for internal and external support services, requiring a thorough knowledge of the operations, procedures, rules, regulations, precedents, and management objectives of the Utility with the ability to interpret and apply that knowledge with good judgment.

Requirements

Must possess strong working knowledge of utility operations and its policies, related organizational codes, KY Admin. Regulations, and local city codes and ordinances .
Proficient in Microsoft Office.
Excellent verbal and written communication skills.
Ability to work in a team environment, with the ability to work across all levels of City officials, employees, agencies, organizations, and the general public.
Must have capability to take and type minutes for boards/committees that departments work with
Strong customer service skills.
Proven ability to work with a high level of confidentiality.
Ability to multi-task in a fast paced environment.
Proven ability to work with minimal supervision.
Ability to work a flexible work schedule that includes nights, weekends, and holidays as job duties demand.
Required to display a high level of professionalism at all times.
HS Diploma or GED.
3-5 years of administrative experience in a professional environment.
Must have a valid and current driver’s license.
Ability to lift up to 30lbs occasionally.
Walking, twisting, stooping, and bending on a regular basis.
Must be able to sit at a workstation for extending periods of time.

Nice To Haves

Associate degree in business administration, public administration, or related field is preferred.

Responsibilities

Performs general office and clerical work at the direction of the Municipal Utilities Director and assists other departmental employees as needed. Tasks may include typing, filing, data entry, and records management
Provides support in research and preparation of material for legal counsel or required documents in connection with Board of Commissions meetings.
Prepare required documents for Commission Meetings and support information flow to City Clerk to correctly maintain required public records.
Compose and prepare business letters, memos, and reports.
Research, extract, coordinate, and summarize information (confidential and non-confidential) on behalf of Municipal Utilities.
Supports utility staff in submitting various reports, notices, and certification of various state and federal regulatory agencies for the Municipal Utility such as monthly operating reports and permit applications for encroachments and construction.
Conducts deed research as necessary and assists Municipal Utilities Director in the research and development of State and Federal Grant opportunities.
Assist with processing of project expenses (invoices) for capital projects and programs of various subordinate departments.
Assists Utility Director in distribution and reporting of financial information to subordinate departments for budget monitoring purposes. Assist with processing of project expenses (invoices) for capital projects and programs of various subordinate departments.
Conducts research, extracts, coordinates and summarizes information (confidential and non-confidential) on behalf of the Municipal Utilities.
Participates in the development and administration of the Utility departmental budgets
Responsible for the organization, maintenance, and records retention for the central utility file system and supports information flow to the City Clerk for required public records
Responsible for the development and maintenance of utility standard operating procedures in support of the overall development of administrative rules and regulations.
Assist other departments as needed.
Organize and maintain central utility files and coordinate system for file retention.
Serves as a liaison with other municipal operations, employees, and members of the general public.
Performs special projects as assigned by the Utility Director.
Responsible for the oversight of all water and sewer wholesale agreements, including but not limited to, Kentucky River Authority periodic rate adjustments, periodic wholesale rate adjustments, updates to recorded wholesale agreements as required, wholesale customers communications, contract information provision to Municipal Utility Director
Performs other duties as assigned.