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HomeMy WebLinkAboutExecutive Assistant - GUSPage 1 of 2 City of Georgetown JOB DESCRIPTION Job Title: Executive Assistant – General Manager Utilities Effective Date: 10/01/2012 FLSA Category: Exempt Revision Date: 04/14/2014 SUMMARY: Under general supervision, performs a variety of difficult, responsible, sensitive and confidential project management and administrative support tasks for the General Manager - Utilities and the Georgetown Utility Systems Division (GUS) in a highly sensitive and rapidly changing environment. Requires a high degree of independent judgment and a thorough knowledge of City functions, policies and procedures. Must operate in an environment characterized by involvement in broad city-wide issues and interaction with top executives and elected offices on complex and sensitive matters. ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:  Provides project coordination duties for the General Manager – Utilities and Georgetown Utility Systems Division, including research, data collection and report preparation; schedules tasks with appropriate City departments and follows up to ensure project schedule is met on assigned projects.  Selects, supervises, and develops staff through review of performance data, conferences, counseling, training and evaluating of performance.  Prepares contracts for major projects including power purchase contracts, water contracts and major city projects ensuring confidentially and that all documents are reviewed by legal and have appropriate signatures.  Manages project files for major projects coordinated by the Division.  Maintains financial records, construction records and documentation of projects.  Coordinates financial tracking with Management and the Finance Division and other appropriate staff to ensure proper accounting for projects.  Oversees the administrative functions and needs of the Division to include: coordination and prioritization of work; coordinating the scheduling and arrangements for meetings, conferences, agenda items, and minutes; paying division’s association dues, memberships and subscriptions; overseeing petty cash distribution and reconciliation, MasterCard billing and reconciliation; etc.  Creates, prepares and updates presentations for the Georgetown Citizens Academy; occasionally makes presentation in absence of General Manager.  Coordinates and responds to requests for information; ensures adherence to the Texas Open Records Act.  Coordinates Utility Advertising (graphics, text, layout, approval) in cooperation with designer and General Manager –Utilities; purchases promotional items for special events.  Coordinates GUS Division budget preparation; compiles data, evaluates and maintains budget items and accounts; researches budget questions and issues; prepares internal and external budget reports and provides Assistant City Manager with divisional and departmental budget status reports.  Makes arrangements for customer service or complaint resolution, and assists the general public.  Coordinates the customer service recognition program for the Downtown and Community Services division.  Provides administrative support to the Assistant City Manager and the Downtown and Community Services Division: drafts and/or types, correspondence, reports, agreements, presentations, overheads, manuals, forms, agendas, agenda coversheets and minutes for working groups and committees, and other documents often of a Page 2 of 2 highly sensitive and confidential nature; ensures materials, reports and documents for signatures are accurate and complete.  Drafts minutes and posts agendas for various boards and commissions.  Maintains current knowledge of division and City administrative procedures.  Coordinates city activities with Division staff, and acts as backup to other administrative staff.  Performs other duties as assigned. MINIMUM QUALIFICATIONS: Education, training and Experience Guidelines Bachelor’s degree from an accredited college or university. Five years of full-time work experience in an administrative, executive support or project management position. OR Any combination of experience, education and/or training that provides the required knowledge, skills, and abilities. Supervisory experience preferred. Knowledge of:  City operations  And experience with good customer service practices and principles.  (Working knowledge) municipal government.  (Working knowledge) the principles and practices of modern public administration  And an excellent understanding of Council/Manager form of government.  (Extensive knowledge) office practices and procedures.  (Thorough knowledge) modern records management techniques, including legal requirements for recording, retention and disclosure. Skill in:  Handling multiple tasks simultaneously.  Managing projects; meeting deadlines.  Ensuring outstanding customer service  Communicating effectively, both orally and in writing.  Using a computer and utilizing Microsoft Office applications, including advance word processing/desktop publishing skills.  Establishing and maintaining effective working relationships.  Reading, analyzing and interpreting procedure manuals, reports, memos, correspondence and other documents.  Writing accurate and coherent minutes, letters, and memos.  Performing basic mathematical calculations.  Defining problems, collecting data, establishing facts, and drawing valid conclusions.  Responding effectively both orally and in writing to inquiries or complaints.  Effectively articulating information to management.  Using independent judgment in achieving assigned objectives.  Accurately recording and maintaining records; LICENSES AND CERTIFICATION REQUIREMENTS Notary Public Certification PHYSICAL DEMANDS AND WORKING ENVIRONMENT Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, kneeling, crouching, crawling, bending, twisting, climbing, balancing, vision, hearing, talking.