Confidential Assistant - M&C

Job Summary

Employees in this job perform a wide range of administrative and office support activities for the department and/or Directors or Deputy Executive Director to facilitate the efficient operation of the department. Coordinate departmental office activities and perform administrative support and office assignments for a department head. Assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, confidential files and correspondence pertaining to the department's area of responsibility.

• Receives and screens visitors and telephone calls, takes messages, schedules appointments and provides information to callers requiring knowledge of departmental operations, supervisor's point of view, and the interpretation and application of policies and procedures.
• Processes invoices, vouchers and purchase orders - verifies items received and invoices are correct in accordance with purchasing procedures.
• Performs credit card allocation and statement reconciliation and maintains purchasing card records.
• Assists in the study of office operations and services and provides recommendations for improving efficiency and economy of operations; makes recommendations regarding the purchase of office equipment.
• Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the department head's control.
• Serves as liaison between the department head and staff by transmitting information, explaining appropriate work instructions, and following up on assignments.
• Assists in the preparation of budgets and financial reports; prepares payroll information and overtime reports and updates personnel records.
• Composes and types routine letters, memorandums, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.
• Composes, formats, prepares, and edits correspondence and reports with some latitude as to content.
• Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
• Enters, retrieves, updates, verifies, and deletes information from electronic files.
• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
• Reads incoming correspondence and reports, screening those items that can be handled personally, and forwarding the rest to staff or department head.
• Makes scheduling commitments for professional staff and the department head for meetings or conferences and assembles related necessary materials.
• Updates management on status of issues before scheduled meetings.
• Schedules and arranges meetings and conferences; makes travel arrangements as needed.
• Takes minutes or recordings of meetings and translates into text.
• Creates and maintains confidential documents related to utility operations, personnel actions, and departmental functions. Maintains confidentiality of documents and information received.
• Keeps informed of office details and advises the department head of problems.
• Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels.
• Creates and revises forms; proposes procedures, formats, and standards for the office correspondence.
• Reviews and evaluates applications, contracts, or other documents to determine if prescribed requirements are met for acceptance or approval.
• Locates and reviews pertinent information from files, documents, newspapers, and other sources; and prepares a summary of content.
• Gathers data for surveys or performs research on special subjects or projects.
• Works with employees for inventory of materials.
• Emails or calls vendors and/or brokers to have materials picked up.
• Verifies weight slips to ensure ECUA is paid for proper commodities.
• All other duties as assigned by department.

• Associate degree or equivalent from a two-year college or technical school with major course work in secretarial science, business, or a related field. (Educational documentation will be requested upon offer of employment.)
• Preferred:
  Familiarity…