Executive Assistant​/Operational Support Person

Executive Assistant/Operational Support Person

The Executive Assistant/Operational Support Person reports to both the District Manager and Director of Operations/Engineering. It is a full-time position but some flexibility in office hours can be arranged with other staff as long as full coverage is provided to visitors during office hours – Monday through Thursday from 8:00 AM to 4:30 PM.

The Executive Assistant/Operational Support Person performs a variety of general administrative and public relations duties but is not limited to: administrative, public outreach, human resources, customer service, capital support, fire flow applications, new services and meters, work orders and inventory, hydrant meter, backflow tracking, Seattle Public utilities facility charges, water system extension agreement (WSEA), records management and documentation.

• Posts agenda and minutes to website to be in compliance.
• Coordinates filing of board packets, minutes, and resolutions.
• Assists with training, conference registration, and travel.
• Assists with maintaining District Code Books.
• Assists with printing annual budget books.
• Assists with collecting and reporting performance measures.

• Selects and coordinates the different after‑hours public events such as savvy gardener classes, including advertising, communicating with customers, coordinating with presenters, preparing the Board room for the event, and coordinating food and drink for attendees. Collects and transfers evaluations to Conservation Committee.
• Serves as the District representative on the Saving Water Partnership committee.
• Coordinates with customers about Board room rentals, ensuring proper setup and handling opening/closing of the room when not in use.
• Tracks and orders supplies for various events.

• Assists with onboarding of new employees.
• Assists with arranging employee classes and workshops.
• Assists with maintaining District Personnel Manual.
• Researches new employee benefits and requirements as needed.

• Backs up phone coverage as needed.

• Manages the Small Works and Engineering Roster.
• Tracks consultant and contractor invoices in Excel.
• Assists with the annual capital budget preparation.
• Organizes hard copies and server files of capital projects Fire Flow Applications.
• Assists or directs customers with questions regarding Fire Flow Analysis applications and Fixture Count worksheets.
• Submits payment information for receipting into Springbrook.
• Creates and submits a task order (remittal document) authorizing the engineering firm to perform a fire flow analysis.
• Obtains approval from Director of Operations and Engineering.
• Creates a Certificate of Water Availability (CWA) and Fire Flow letter.
• Delivers documents to customers/applicants.
• Files applications and saves to the server.

• Drafts meter cards with the relevant information and forwards to Director of Operations for review.
• Submits payment information for receipting into Springbrook.
• Submits meter card to Operations Lead for installation.
• Tracks meter costs for each new or upgraded service.

• Coordinates the check out and return of hydrant meters.
• Completes hydrant rental form and forwards deposit payment to the appropriate person for Springbrook receipt.
• Creates refund or invoice to be reviewed by Director of Operations.

• Generates and sends initial letters (monthly) and follow‑up letters as needed.
• Verifies that letters are sent to the correct person or representative and updates Swift Comply as needed.
• Generates and updates the current list of backflow testers to be sent with the letters.
• Assists with the Annual Summary Report if needed.
• Assists with scheduling surveys with customers.

• Tracks SPU facility charges received from new services installed without a WSEA at time of payment and new services installed with a WSEA when the WSEA is completed.
• Completes and remits, with payments, a monthly report to SPU.

• Maintains files for all activities identified.
• Coordinates…