Executive Administrative Assistant

JOB SUMMARY

Facilitates a positive first impression for members of the public meeting with CLCWA. Holds responsibility for the image of CLCWA as well as communications to the public. Oversees the historical documents and central files. No supervisory duties however oversees a high level of trust, documents, and confidential information.

DUTIES

1. Tracks and responds to open records requests.

2. Manage video files and minutes index of Board Meetings.

3. Prepares materials needed for Board meetings including packets, minutes, agendas, and attends the meetings to record the minutes.

4. Maintain website and update online reports and information including engineering projects status updates, utility usage, board meeting information and changes. Post annual Water and Tax Rate studies and financial and budget reports.

5. Ensure proper maintenance and supplies are provided for the main office copier and mail machine.

6. Responsible for records retention and file maintenance for physical and digital files.

7. Assists engineers, attorneys, and contractors with construction projects/bids.

8. Clerical administrative support duties for various departments such as sorting mail, answering phone calls, scanning, filing, organizing, typing, file creation, report preparation, and other general clerical administrative support duties.

9. Create Purchase Orders for Admin Department Heads, for financial record tracking.

10. Coordinate with janitorial and pest control service providers.

11. Maintains vehicle registrations, license plates, and liability insurance card distribution.

12. Performs bank transfers, bond payments, financial reports, and signs a limited amount of checks.

13. Exercises responsibility for biannual debt service payments, inter-bank transfers and outgoing wire transfers.

14. Tracks large daily tax collections and makes appropriate banking transactions.

15. Write and document procedures.

16. Assist with coordinating district elections.

17. Creates and delivers various external reports for multiple divisions within the CLCWA.

18. Performs other related duties as required or as the company needs.

This is a full-time position, 40 hours per week. Office hours are Monday–Friday, 8:00am–4:30pm. This position does not generally require overtime hours or weekend work, but it may be necessary on occasion. Required 1 to 2 evening meetings per month.

REQUIRED SKILLS

· A high school diploma or equivalent. Some college / bachelor’s degree is preferred.

· A minimum of 5 years of previous administrative work experience required. Ten years preferred.

· Valid Texas driver’s license, and ability to maintain an insurable driving record.

· Knowledge of business, general office etiquette, and administrative operations.

· Ability to manage multiple tasks quickly and accurately.

· Ability to read invoices, purchase orders, computer printouts, financial reports and correspondence.

· Advanced knowledge of Microsoft products: Excel, Word, Outlook, PowerPoint, Teams, etc.

· High level of organizational skills required.

· Interpersonal written and oral communication and customer service skills with the ability to deal diplomatically with customers.

· Ability to read safety procedures, instructions and maintenance schedules.

· Ability to perform basic math calculations.

· Problem solving skills.

· Must be reliable and punctual.

Ability to read Standard Operating Procedures, instructions, and reports.

Pay: From $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• administrative support: 5 years (Required)

Work Location: In person