Executive Secretary

Position Summary

Under the direction of the Director, the Executive Secretary provides administrative and executive support to the Director and management staff. The position coordinates administrative and regulatory requirements, maintains District records, organizes water and wastewater system information, and assist with personnel, compliance, and other management functions.

Essential Duties and Responsibilities

• Provides administrative support to the Director and management staff, including correspondence, reports, scheduling, meetings, and document preparation.
• Manages and tracks District licenses, permits, certifications, renewals, and related regulatory requirements.
• Maintains accurate records for RPZ/backflow testing, grease trap inspections, and other District inspection and compliance programs.
• Collects, organizes, and maintains water distribution and wastewater collection system data, including main breaks, hydrants, pump stations, flows, inspections, and repairs.
• Prepares and maintains reports, spreadsheets, databases, forms, and records used for compliance, planning, and management decisions.
• Coordinates administrative communication and follow-up with employees, management, regulatory agencies, contractors, governmental offices, and the public.
• Assists with personnel, purchasing, contracts, public records, special projects, and other administrative matters as directed by the Director.
• Maintains organized electronic and physical filing systems and ensures assigned records are accurate, current, and accessible.
• Performs other related duties as assigned by the Director.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office administration, recordkeeping, and general business practices.
• Strong organizational, communication, and computer skills.
• Ability to manage multiple priorities, meet deadlines, and maintain accurate records.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to organize and interpret utility operational and regulatory information.
• Ability to communicate effectively with employees, management, regulatory agencies, contractors, and the public.
• Proficiency with Microsoft Office and ability to learn District-specific software and systems.

MINIMUM QUALIFICATIONS

High school diploma or equivalent required. Additional education or training in business, public administration, office administration, or a related field is preferred.

Three years of progressively responsible administrative experience preferred. Experience in a public utility, governmental agency, or similar organization is desirable. Equivalent combinations of education, training, and experience may be considered.

RESPONSIBILITY

The Executive Secretary is responsible for the accurate and timely administration, organization, and maintenance of assigned records, programs, and information. The position supports management and coordinates administrative activities but does not assume technical or operational authority assigned to District management or qualified personnel.

WORKING CONDITIONS

Work is primarily performed in an office environment with occasional travel to District facilities, meetings, training, governmental offices, or other locations as required.

Pay: $22.01 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Retirement plan
• Vision insurance

Work Location: In person