Administrative Assistant (STX)

Virgin-Islands-Water-; Christiansted (United States Virgin Islands); On-site; USD 30,000 - 42,000; Full time

Job summary

Virgin Islands Water and Power Authority seeks an Administrative Assistant I to perform clerical and administrative tasks, ensuring efficient department operations. The role requires overtime as emergencies arise and involves handling budget reports, records, and scheduling for managers and staff.

The ideal candidate will have an Associate’s degree or equivalent experience, strong written and verbal communication, and proficiency with MS Office and data analysis.

Qualifications

• Associate’s degree or equivalent administrative experience is required.
• Strong organizational and record-keeping abilities are essential.
• Proven ability to handle budget and reporting tasks with accuracy.

Responsibilities

• Perform clerical and administrative tasks to support the department.
• Prepare operating reports including time, attendance, hires, transfers and budgets.
• Review policies and prepare responses for signatures; maintain confidential records.
• Coordinate travel, meetings, and appointments for managers and supervisors.
• Prepare memos, agendas, and meeting schedules; manage office supplies.
• Provide cross-functional support and assist other departments as needed.
• Handle petty cash, expense tracking, and ensure proper fund balance.

Skills

Data analysis

Budget preparation

Confidentiality

Time management

Written communication

Verbal communication

Problem solving

Cross-functional coordination

Meeting scheduling

Travel coordination

Education

Associate’s degree in business administration

High school diploma with 3–5 years administrative experience

Tools

Microsoft Word

Outlook

Excel

Access

PowerPoint

Job description

The Administrative Assistant I performs a variety of clerical and administrative tasks to facilitate the efficient operation of the assigned department. Because the Authority has a primary responsibility to serve the public 24 hours a day, an employee in this class is expected to work overtime as conditions demand and may be required to accept overtime on short notice during emergency or unusual conditions and to perform essential work as assigned.

• Implements departmental methods in order to improve workflow, records management, simplify reporting procedures, and recommend cost reductions.
• Maintains record keeping systems, forms control, office layout, suggestion systems, personnel requirements, and performance standards; revise established procedures as needed.
• Prepares and maintains operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures and statistical records.
• Issues and interprets operating policies; reviews and prepares response to correspondences and reports for appropriate signatures.
• Assists in the preparation of budget needs and annual reports for the department; Advises personnel on the Authority’s policies and how they apply to various work situations
• Compares budget allocation with budget requests, records actual expenses, and prepares status of budgetary accounts; compiles statistical data to be used in preparation of the budget and in making estimates.
• Maintains confidential records and personnel files for employees within the assigned department; assists department supervisors in the coordination and preparation of vacation schedules so that sufficient personnel are available to perform all functions.
• Coordinates and schedules travel, meetings, and appointments for department managers and supervisors.
• Prepares routine memos and correspondences, including agendas and schedules for meetings.
• Serves as the petty cash custodian; reviews petty cash requisitions, disburses cash and prepares reimbursement vouchers; maintains imprest fund balance.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Maintains harmony among workers and resolves minor grievances.
• Provides cross-functional administrative support to other departments in the absence of their assigned Administrative, Executive, or Sr. Executive Assistant.
• Performs other related duties as assigned.

• Intermediate experience with system resources (Microsoft Word, Outlook, Excel, Access, PowerPoint) to prepare professional products. Ability to utilize systems (i.e. Navaline, Executime, etc.) to enter, gather, and analyze data as needed.
• Demonstrated ability to compile, assimilate, organize, and analyze printed and electronic information; ability to apply knowledge of data research and manipulative analysis.
• Demonstrated ability to plan and monitor the use of expenditures to meet organizational objectives and compliance; prepares budget documents and reports.
• Demonstrated ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions.
• Demonstrated ability to maintain confidentiality.
• Intermediate ability to present ideas clearly and effectively in written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use the correct grammar, organization, and structure.
• Intermediate ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups.
• Intermediate ability to develop ideas into plans of action and to coordinate the actions through implementation.
• Ability to effectively manage time, set priorities and work independently.
• Ability to make routine decisions independently, according to laws, regulations and established departmental policies.
• Understanding and awareness of policies, procedures, practices, rules, and regulations. Demonstrated ability to apply this knowledge in performance of administrative support tasks and interpret information to staff.
• Ability to interact effectively with a wide range of individuals, challenges and changes.

Associate’s degree in business administration or a related field and one (1) to three (3) years of experience in an administrative role, or a high school diploma (or equivalent) and three (3) to five (5) years of experience in an administrative role.