Administrative Assistant to the General Manager/ Project Administrator

Primary Purpose:

A highly skilled position which requires tact, diplomacy and courteousness in dealing with the public, to include City officials. This position requires organizational skills and the ability to work unsupervised. Well versed in Open Meeting Law.

Qualifications:

Education/ License(s)/ and Experience:

· Bachelor’s degree preferred.

· High School Diploma or Accredited General Equivalency Diploma (GED) and

· Five (5) years’ experience as Executive Assistant.

· Excellent verbal and written communication skills in English.

· Must pass a pre-employment physical and drug screen.

· Must successfully complete a probationary period of 90 days to achieve full status employment.

· Must have a valid Texas driver's license.

Major Responsibilities and Duties:

(May include, but not limited to the following):

• Provides direct support to the General Manager and all Admin staff scheduling meetings and facilitating business communications at the request of the GM with internal and external customers, Board of Directors, elected officials, other governmental agencies, other community leaders, and the general public.
• Acts as Records Manager, following retention schedules and logging records movement.
• Formulate correspondence as required.
• Ability to work unsupervised and make independent decisions within this position.
• Scheduling appointments/meetings and reminding staff of same.
• Close contact with cities regarding new developments as relates to impact fees, update plat maps as impact fees are paid in addition to recording impact fees received. Contact entities regarding outstanding impact fees.
• Windshield surveys as required to track impact fees with follow up if needed
• Ensure TCEQ, EPA and other mandated reports are processed and mailed out by due dates or within required time frames.
• Timely processing of State mandated notice publications as related to permits, etc.
• Taking minutes at staff and other meetings and processing of same
• Preparations for Board Meetings which include: ensuring all required information as related to the agenda is prepared for the meeting, agenda preparation; mailing of notices to the counties, ensure agenda is posted to website, assembling of board packets and delivery to the Directors, power point presentations if required, setting up the board room, taking of minutes at the meeting once a month and processing of same to include transfer to hard journal for record and ensuring that Directors signatures are obtained on required documents. Process paperwork following meeting (policies, orders, etc.)
• Manages the hospitality function of board and committee meetings (orders lunch/snacks, sets up/tears down boardroom, etc.).
• As elections are called for, handling all related responsibilities for that event to include timely Director execution of required forms, legal postings, excluding sub-contracted work. Continually staying updated on any changes in the election process and working closely with other political entities to joint contract.
• Assist with annual budget and annual audit, as required and mailing of budgets and audits to required entities within prescribed time frame
• Maintain contract and easement files
• Maintain construction job files, working closely with the General Manager; project inspector; project engineer and Texas Water Development Board if required; tracking of submittals; coordinating construction progress meetings to include taking notes of the meetings and processing of same for distribution; research as required
• Implemented Safety Meetings program, researching material/presenters for meetings held monthly. Documentation of attendees and presentations.
• Work on special projects/programs/research at General Manager’s direction
• Routine computer maintenance
• Gather information for monthly Authority newsletter, publishing of same
• Periodically update job manual to reflect any changes in duties and/or responsibilities
• Greet visitors, employees, and public warmly and manage front desk operations, ensuring a welcoming atmosphere.
• Handle multi-line phone systems with professionalism, directing calls and taking messages as needed.
• Manage the office for supplies, equipment, cleanliness, readiness for meetings/conferences etc.
• Maintains Outlook appointment calendar and advises appointment priorities.
• Make travel and meeting arrangements for General Manager and Board of Directors as needed.
• Performs other tasks as requested by Supervisor(s)

Special Knowledge/ Skills:

• Must have organizational and administrative skills and ability.
• Must demonstrate a high degree of accuracy in work because errors may result in excessive time loss and major financial loss.
• Must possess sufficient knowledge of computer use and operation, including the latest versions of Microsoft (365) Office.
• Ability to communicate clearly and effectively.
• Ability to perform routine clerical work.
• Ability to handle confidential information with discretion.
• Adapting to changing priorities and deadlines.
• Establishing and maintaining effective working relationships.

JOB REQUIREMENT:

• Must be able to read and write English legibly
• Possess communication skills, both oral and written
• Be willing to travel to seminars related to Elections or as directed by General Manager.
• Requires considerable knowledge of Windows applications including Excel and Word, internet interaction
• Operation of normal office equipment such as fax machine, copier, etc.
• Typically works an 8 hour day.
• Required to attend Board Meetings held at 6:00 p.m. the second Thursday of each month, other meetings as needed.
• Must have reliable transportation.

Working Conditions/ Physical Demands:

Maintain emotional control under stress. Daily attendance and punctuality at work are essential functions of the job. Work with frequent interruptions. Repetitive hand motions; prolonged use of computer. Posture: Moderate standing; occasional kneeling, squatting, bending, and stooping. Motion: Moderate walking. Lifting: Regular light lifting and carrying (less than 20 pounds).

Cibolo Creek Municipal Authority does not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), age, national origin, disability, military status, genetic information, or on any other basis prohibited by law.

Pay: From $28.11 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Preferred)

Work Location: In person