Experienced Administrative Assistant

The Administrative Assistant provides administrative and clerical support to help ensure effective and efficient daily operations. This position serves as a key point of contact for customers, visitors, staff, and management, and supports communications, records, meeting preparation, customer service, and general office coordination. The Administrative Assistant reports directly to the Sr. Executive Administrative Assistant/Procurement Coordinator.

Key Responsibilites:

Represents staff, management, and the organization by welcoming visitors, guests, members of the public, and high-level guests in a professional manner. Screens and prioritizes incoming communications, including calls, visitors, mail, and general inquiries. Coordinates conference room scheduling and internal notifications regarding visitors, meetings, and agendas as needed. Sorts, distributes, and manages company mail and related correspondence, including UPS, FedEx, and other deliveries. Transcribes meeting materials from recordings, audio equipment, or notes for Board and Committee meetings, and may assist with other meeting minutes as needed. Prepares, creates, updates, and maintains reports, proposals, notes, meeting agendas, meeting minutes, permits, budget-related materials, financial reports, purchase orders, work orders, contracts, letters, forms, and other administrative documents. Assists with preparing materials for Board meetings, Committee meetings, bid openings, and other organizational meetings as needed. Prepares monthly Committee meeting agendas and related materials, as assigned. Virtually hosts and attends monthly Committee meetings, when assigned, and prepares meeting notes from recordings or other source materials. Updates the website as needed with public information related to Board and Committee meetings, open bid opportunities, and other required notices. Sets up and maintains files, both manual and electronic, in accordance with organizational procedures. Obtains, organizes, and disseminates routine information to staff, management, customers, and outside parties as appropriate. Provides general administrative support, including copying, scanning, filing, scheduling appointments, coordinating travel arrangements and reservations, answering telephone calls, routing calls, and providing information to callers. Documents sewer complaints and provides information to the sewer maintenance department; follows up with customers as needed. Responds to and resolves routine administrative inquiries and questions, or directs matters to the appropriate staff member or department. Performs other related duties as assigned by the Sr. Executive Administrative Assistant/Procurement Coordinator.

Qualifications & Experience:

Minimum of 2 to 3 years of administrative support experience required. Excellent written and verbal communication skills, with strong interpersonal, organizational, and customer service skills. Proficiency with Microsoft Office Suite and ability to learn and use multiple software systems, including Cityworks, Infor, and other applicable programs. Strong attention to detail, accuracy, and problem-solving ability. Ability to remain well organized, task oriented, and professional while managing multiple priorities. Ability to work cooperatively in a team environment and independently with self-initiative. Self-accountable, motivated, positive, resourceful, and solutions oriented. Ability to maintain confidentiality and exercise sound judgment when handling sensitive information. Associate degree preferred. Three to five years of relevant administrative experience preferred, or an equivalent combination of education and experience. Experience working with a municipal authority, public agency, or similar organization is a plus. The organization is an equal opportunity employer and considers all applicants and employees without regard to any legally protected status. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

Pay:

From $50,000.00 per year

Benefits:

401(k) Dental insurance Flexible spending account Health insurance Paid time off Retirement plan Tuition reimbursement

Work Location:

In person