Address
Form of workTHE OPPORTUNITY:
Are you an organized professional who thrives in a fast-paced environment? Do you take pride in providing exceptional support to executive level management? We have an incredible opportunity for a qualified Executive Assistant where you can gain exposure to Agency departments, stakeholders, and member agencies. As a detail oriented professional with a knack for problem solving, we provide and limitless opportunities for you to thrive. We're looking for an individual with an aptitude for finding efficiencies, strategic thinking, and decision-making in a fast-paced environment. If this sounds like you, the Inland Empire Utilities Agency has an exciting opportunity for you as an Executive Assistant!
Reporting to the Board Secretary, the ideal candidate will demonstrate strong interpersonal skills with the ability to develop and maintain positive, professional working relationships with elected and appointed officials, department managers and supervisors, Agency employees, other utilities and agencies, and the public; be a skilled written and verbal communicator; operate with a high level of ethics and integrity; exercise considerable initiative, independent judgment, confidentiality, and discretion; and reflect a value system of mentorship, collaboration, and commitment to public service.
This recruitment is being conducted to fill (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.
Employees in this class typically report to the Board Secretary/Office Manager and provide proactive and independent administrative support to the General Manager, Deputy General Manager, and/or Assistant General Manager.
Acts as liaison in coordinating matters between the executive manager's office and departments; tracks action items by department; prioritizes requests by departments; prepares and distributes agendas for meetings; follows up on various assignments to ensure that needed action is taken; performs important member agency and public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; researches requests or complaints and refers matters to appropriate Agency staff and/or takes or recommends action to resolve issue; researches and provides documentation in response to Public Records Act requests for division.
Organizes, maintains and updates confidential, specialized and technical files, documents and records including division personnel records and performance evaluations, workers' compensation materials, requests for proposals and regulatory and project-related reports; performs division administrative support including developing tracking, analyzing and reporting metrics and documents; creates and maintains electronic and physical filing systems; obtains and validates accuracy of technical and specialized documentation related to financial reporting, hazardous and chemical materials and regulatory compliance.
Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track KPIs and division documentation; calculates budget usage and fund percentages; prepares budget variance analysis, goals and objectives reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
Gathers background materials and documents needed to draft recommendations and reports for Board letters; researches prior Board actions and financial information related to project or recommendation and forwards to project manager or executive for review; tracks status of Board items and validates required deadlines are met.
Maintains and coordinates a variety of executive and/or division calendars; makes meeting arrangements including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; may serve as recording secretary to the Board, a committee or a joint powers authority; prepares and distributes follow-up letters and documentation; assists with setup and cleanup for special events; contacts vendors for food orders, supplies, audio visual equipment; handles other meeting logistics.
In some assignments, may lead and provide work guidance and direction in the duties of lower-level staff; participates in scheduling, assigning and monitoring work of other employees for completeness, accuracy and conformance with Agency standards; provides information, instruction and training on work processes, proper uses of equipment and safe work practices; provides input to supervisor on employee work performance and behaviors.
Communicate information accurately and effectively; comprehend requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies.
Operate a computer, standard business software and a variety of computer software programs and databases related to area of assignment.
Reach sound decisions in accordance with Agency and department policies and procedures.
Prepare clear and accurate reports, documents, data entries and files.
Prepare, administer and monitor a division budget and anticipate future budgetary needs.
Maintain highly confidential information.
Understand and follow written and oral instructions.
Represent the Agency effectively in dealings with elected and appointed officials, other utilities and agencies, and the public.
Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people.
Establish and maintain effective working relationships with all those encountered in the course of work.
THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
"The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".
