This position performs a variety of professional administrative and confidential support functions for the Assistant General Manager and his/her staff. Maintains strict confidentiality, exercises good judgment, and a high degree of professionalism when acting as an ambassador or liaison to staff, members, other agencies, or the public. Under general supervision, incumbents regularly perform a variety of duties requiring adaptation to various situations, judgment as to which learned work method to apply for the desired result, and the ability to communicate effectively.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This position requires the incumbent reports for work on time and maintains satisfactory attendance in accordance with Agency policies; Ensures work responsibilities are covered when absent; Arrives to meetings and appointments on time; Performs special assignments for the Assistant General Manager or others as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Communicate effectively with internal and external partners.
Prepare payment authorizations and payment schedules for department contracts, and facilitate timely and accurate payments as they come due.
Work with respective Legal team members on contract management workflows and best practices to increase operational efficiency.
Maintain flexibility and openness to take on additional projects as necessary or assigned.
Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by manager.
Composes, formats, edits, and types routine correspondence, reports, agendas, minutes, presentations, etc.
Answers and screens manager's/staff's telephone calls as needed and arranges conference calls.
Coordinates manager's schedule/calendar and makes appointments. Greets scheduled visitors and conducts to appropriate area or person. Arrange and coordinate travel schedules and reservations as needed.
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Organizes and maintains file system and files correspondence and other records.
Conducts research and compiles and types statistical reports.
Administers committee meetings in accordance with Ralph M. Brown Act requirements.
Makes copies of correspondence or other printed materials.
Prepares outgoing mail and correspondence, including e-mail and faxes.
Within budget, orders and maintains supplies and arranges for equipment maintenance.
Provides support or backup to the Receptionist, other Administrative Assistants, and Executive Assistant as needed. Participates in Administrative Assistants meetings.
Assists in coordinating the monthly Agenda Packet materials for the Commission.
Maintains the business unit SharePoint workspace and associated systems, including business web page.
Develops, maintains, and administers a regulatory tracking system to support agency regulatory requirements.
Develops, prepares, and administers Agency contracts and agreements, including the development of contract templates, tracking of contract records in the Agency records-keeping system, and processing various contractual requirements.
Assist with the development and preparation of Agency staff reports and resolutions, including supporting documents.
Provide support for Agency contract administration functions, including tracking, storage, review, and validation of agency contracts and agreements.
May prepare or review expense reports, check requests, and purchase requisitions.
May perform other duties as needed.
MINIMUM QUALIFICATIONS
Education and/or Experience
Associate's degree (A. A.) or equivalent from two-year college or technical school; and a minimum of three years related administrative experience supporting a high-level manager and his/her staff; or equivalent combination of education and experience.
KNOWLEDGE AND ABILITIES
Knowledge:
Knowledge of modern office methods, supplies and equipment; business English and correspondence, principles of effective training; Ability to work effectively and collaborate cross-functionally with multiple internal groups; Strong organizational and time-management skills; Fluency with Microsoft Word, Excel, PowerPoint, database activities, SharePoint, etc.
Abilities:
Ability to perform clerical work, including ability to spell correctly, make arithmetical computations; operate various office machines; Strong attention to detail and experience dealing with outside vendors and contract administration; Ability to follow oral and written directions; Evaluate situations accurately and take effective action; read and write English at a level required for successful job performance; Ability to type 55 wpm with speed and accuracy and ability to organize time wisely and work independently with minimal supervision; Apply specific laws, rules and office policies and procedures; Prepare correspondence independently, utilizing a wide knowledge of vocabulary; grammar, and spelling; communicate effectively; and provide functional guidance; Ability to use a high level of independent judgment, organization and coordination skills in order to handle multiple assignments.
SPECIAL REQUIREMENTS
Valid California Driver's License and insurance as occasional travel may be required. Occasional overtime may be required.
While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.
This job has no supervisory responsibilities.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet.
All employees are responsible for contributing to an inclusive, safe, and secure work environment that values diverse cultures, perspectives, and experiences, and is free from discrimination.
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