Bp&L Executive Administrative Assistant

ESSENTIAL JOB FUNCTIONS

• Manage administrative support functions to the Director or their appointee(s) and the Department, to include performing more complex tasks including establishing relative priorities of current and anticipated workload, organizing, and conducting assignments according to deadlines.
• Performs all clerical functions and receptionist duties including greeting the public, responding to telephone and/or email inquiries, providing general information in a professional manner, performing data entry, filing, general work processing, tracking of information, and other similar administrative duties.
• Sets up and maintains office systems including file maintenance of various records, files, forms and/or related department materials and documentation received, reviewed, prepared, and/or distributed; mail distribution, meeting timely correspondence deadlines, and project management.
• Prepares, composes, and distributes as applicable, a variety of written materials to include annual reports, Staff reports, resolutions, ordinances, summaries, memoranda, purchase orders, facsimiles, and correspondence using their own initiative regarding administrative matters and general office policies for supervisor’s approval; obtains data for various reports.
• Maintains accurate records of inventory items. Receipt and disburse inventory items of electric materials.
• Performs or establishes procedures for all clerical functions and actions including phones, filing, general word processing, tracking of information, maintaining departmental logs, and other similar administrative support.
• Prepares annual reports, summaries; replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general direction.
• Ensures requests for action or information are relayed to appropriate staff members and the information is furnished in a timely manner; determines whether a higher authority should be notified of important or emergency matters.
• Rational, independent thought process with the ability to maintain utmost confidentiality of business, employee and customer information in written and oral communications and safeguards sensitive documents. .
• Serves as purchasing agent for BP&L equipment and capital improvement purchases.
• Drafts BP&L contracts for review.
• Acts as a liaison to the Finance Department to ensure BP&L budget line items are managed and reported periodically.
• Budget: Creates and monitors accounts. Reviews receipts, purchase orders and encumbrances against budget and resolves any discrepancies.
• Reconciles all purchasing card statements.
• Creates and tracks requisitions for purchase orders.
• Provides pertinent and timely information for the City social media and website.
• Maintains links to various databases.
• Reads and interprets documents, such as electrical plans, legal descriptions, and utility data.
• Makes travel and training registrations and arrangements; completes required forms for Department staff and distributes such accordingly.
• Develops and maintains effective customer service skills for communications with co-workers, customers, and the public in general.
• Operates a variety of modern office equipment in processing information to prescribed formats; requires working knowledge of computers including spreadsheets, databases, word processors, facsimile machines, copy machines and typewriters.
• Communicates with field personnel concerning work orders, i.e., interruption of services, disconnects and emergencies. Respond to requests for locating electric, telephone, water and/or gas lines prior to construction activities.
• Performs data entry in the maintenance of various records, files and accounts according to area of placement.
• Prepares calendar for staff to include travel arrangements, registrations, etc.; copies and distributes such accordingly.
• Reviews purchase orders and invoicing for accuracy, cross-references relevant documentation, resolves any discrepancies encountered; processes purchase orders for payment.
• Maintains comprehensive and accurate records to include filing system of materials and documentation received, reviewed, prepared and/or distributed.
• Coordinates official meetings and training events; prepares and posts agendas and minutes as applicable.
• Performs clerical duties concerning bid openings, i.e. distributing bid packages, receiving bids, maintaining bid logs, forwarding information to Directors; may attend bid openings as directed.
• Prepares and distributes, as applicable, a variety of written materials, i.e. memoranda, correspondence, purchase orders, facsimiles, certificates, travel and mileage forms, resolution; obtains data for various reports.
• Receives, processes, and prepares forms, letters and parcels for mailing.
• Uploads documents in to Record Retention Program.
• Attends various meetings, which may include taking minutes, concerning utility issues, construction projects ,and other matters as applicable.
• Orders supplies and materials to maintain sufficient inventories and performs various errands, such as delivery and pick-up of documents and obtaining signatures.
• Adheres to the City of Bastrop safety guidelines and practices at all times and in all situations; maintains a clean and safe work area, office, field site, and vehicle if applicable.
• Any and all related duties assigned by the Director, to include special projects, project tracking, etc.

Education, Training and Experience

• High school diploma or GED; supplemented by a minimum of three (3) years progressively responsible administrative and financial support experience that demonstrates the ability to function with considerable independence.
• Advanced office and computer skills are a must.
• Any equivalent combination of training and experience which demonstrates the required knowledge, skills, and abilities to perform the duties will be considered.
• Required to complete all Incident Command Trainings.

• Thorough knowledge of file and records maintenance principles and practices.
• Thorough knowledge of modern office practices and procedures.
• Considerable knowledge of a variety of modern computer software (ie. Microsoft Suite).and the application of such to a variety of functions within a municipal organization.
• Working knowledge of principles of budget development and implementation.
• Skill in both written and oral communications for effective expression of concepts.
• Skill in keyboard tasks and summarizing and preparing memos, letters, and minutes.
• Ability to exercise sound judgment and make independent decisions in accordance with established policies and procedures.
• Ability to establish and maintain effective working relationships with director, superintendent, support staff and other departments/agencies position interacts with.
• Ability to analyze, organize and review work for efficient results and accuracy.
• Ability to exercise discretion in matters of a sensitive and confidential nature.
• Ability to exercise professionalism, courtesy, and tact in frequent contact with the public.
• Ability to utilize a variety of modern office equipment, i.e. computers, copiers, facsimile machines, calculators, scanners, etc.
• Ability to add, subtract, multiply and divide; calculate decimals and percentages.

• Some tasks may require sound perception and discrimination.
• Some tasks may require visual perception and discrimination.
• Some tasks may require oral communications ability.