Executive Assistant to the Director of WECC

Under the supervision of the Director Manager, performs a variety of highly responsible, confidential administrative and secretarial work in support of the activities of the Director¿s office. Handles routine and complex administrative duties, maintains records systems, and works closely with the public. Serves as confidential secretary and liaison for the Director.

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Serves as confidential secretary to the Director/Designee. Provides standard and complex administrative support to the Director/Designee. Prepares correspondence, records, documents, reports, and other information with a high level of confidentiality. Maintains and updates internal administrative processes and procedures. Develops, recommends, and implements process improvements.

Responds to routine and complex resident and customer inquiries by phone, email, or at the front desk. Assists customers with a broad range of issues and needs, and ensures they receive adequate and complete information.

Maintains a comprehensive filing system, including the handling of confidential and highly sensitive documents. Processes information requests according to established procedures.

Serves as liaison between the Director/Designee and other departments, employees, agencies, and the public. Provides general information regarding Consortium operations and policies. Resolves issues independently and coordinates more complex issues with the Director/Designee or other departments as needed.

Maintains and updates the Director/Designee calendar(s). Schedules appointments and meetings, makes travel arrangements, submits conference and event registrations, and reconciles travel expenses for the Director/Designee and associated WECC staff.

Coordinates a variety of meetings, prepares notices and agendas, collects and assembles materials, and distributes related materials. Prepares public notices, attends meetings as requested, and transcribes meeting minutes.

Prepares, screens, proofs, and routes standard and advanced correspondence, documents, forms and reports. Maintains absolute confidentiality of sensitive information, personnel data, and matters of policy or decision making.

Prepares attendance records, and processes employee change of status forms, performance evaluations, and other related records if applicable. Forwards related personnel documents to applicable department and/or County for placement in personnel file. Prepares required reports and assembles information as required.

Maintains the Consortium website and social media for the purpose of sharing information about WECC.

Coordinates special events, public relations activities, and other meetings for the Director/Designee and WECC staff when requested. Schedules events, prepares appropriate correspondence, and may assist in the set-up and tear down of event logistics.

Assist in coordinating the activities of the annual budget development, when applicable. Schedules meetings, prepares reports, tables, and schedules, and performs other related tasks.

Prepare invoices for accounts payable. Codes invoices, obtains approvals, and maintains related records. Reviews WECC accounts payable for compliance with County policy.

Provides general secretarial, administrative, and clerical support. Types, copies, enters data, sorts mail, and completes other projects as assigned. Processes incoming mail and documents, and routes to the appropriate person or department. Monitors office supply inventories, places orders, and receives stocks supplies.

Trains, coordinates, and prioritizes the work of other departmental WECC staff as needed or requested by the Director/Designee.

Compiles data and research, prepares reports, responds to survey requests and directory updates, and completes special projects as assigned. Prepares and maintains related documents.

Considerable knowledge of general office operations and administrative procedures and practices.

Ability to work in and contribute to a team atmosphere.

Excellent customer service skills, including responding diplomatically to customer questions and complaints.

Skill in maintaining detailed and organized records and generating related reports.

Skill in maintaining confidentiality and using complete discretion in dealing with highly sensitive matters.

Skill in website and social media maintenance.

Skill in the use of office equipment and technology, including computers and related software, and the ability to master new technologies related to the WECC.

Ability to gather data and prepare accurate and timely records, reports, notices, memos and letters.

Ability to communicate effectively and present ideas and concepts orally and in writing.

Ability to work with little supervision and exercise independent judgment, initiative, and resourcefulness.

Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with employees, WECC officials, professional contacts, the media, and the public.

Ability to multi-task, problem-solve, coordinate multiple tasks, and work well under stress, within deadlines and changes in work priorities.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email or in person, and move around the office to travel to other locations. The employee may occasionally need to lift and/or move items of light weight. The noise level in the work environment is usually quiet or moderate.

Two or more years of experience in an office setting performing administrative or office management duties.