Executive Assistant

City of Green Bay; Green Bay (WI); On-site; USD 42,000 - 66,000; Full time

Job summary

The City of Green Bay Water Utility is seeking an organized Executive Assistant to provide high-level administrative support to the General Manager, Utility leadership, and staff. Responsibilities include preparing agendas and minutes, drafting correspondence, coordinating travel, and maintaining filing systems.

The role also involves creating PowerPoint presentations, updating the intranet, planning utility events, and handling procurement and reconciliation tasks.

Qualifications

• Comprehensive knowledge of business letter writing and forms.
• Comprehensive knowledge of business, English, spelling, punctuation, and grammar.
• Considerable knowledge of office procedures and routines.
• Working knowledge of office machinery such as a calculator, copy machine, and printer.
• Considerable skill in taking meeting minutes, in operating word processing software and computer systems.
• Considerable skill in organizing and maintaining a variety of office records and files, in determining formats for reports and various documents and correspondence, and in providing a full range of administrative office services, including use of discretionary judgment in dispensing information.
• Considerable skill in working independently without specific instructions.
• Ability to follow oral and written instructions, to communicate effectively, both orally and in writing, and to proficiently utilize a computer and the required software.
• Ability to establish and maintain effective working relationships with the staff and the public, to maintain confidentiality, and to work the required hours of the position.

Responsibilities

• Prepares and distributes agendas and agenda packets for Water Commission and other meetings.
• Transcribes and publishes minutes for regular Water Commission and Committee meetings. Processes Water Commission related reports and correspondence.
• Transcribes, prepares, and organizes a wide variety of material requiring independent judgment and knowledge of Utility procedures.
• Processes and maintains a variety of forms, records, accounts, and reports.
• Drafts correspondence and e-mails, interacts with visitors, and answers questions and requests.
• Prepares correspondence and packages for mailing and shipping, including registered mail and Federal Express.
• Maintains Utility filing system and intranet updates.
• Ensures quorums, schedules meetings, and reserves conference rooms.
• Coordinates travel arrangements, itineraries, travel vouchers, records, and expense reports.
• Registers employees for seminars and conferences.
• Maintains Utility calendar for conferences, training, and other related appointments and meetings.
• Assists management with writing articles for newsletters and creates PowerPoint presentations.
• Works community events on behalf of the Water Utility and coordinates special events.
• Completes credit card reconciliation and purchase orders.
• Orders furniture, office supplies and uniforms.

Skills

Meeting minutes

Organization

Communication skills

Discretion/Confidentiality

Independent work

Microsoft Office

Word processing software

Computer systems

Tools

Office machinery

Word processing

PowerPoint

Job description

JOB REQUIREMENTS:

The Green Bay Water Utility is looking for a highly organized, dependable, and professional Executive Assistant to join our team and provide high-level administrative support to the General Manager, Utility leadership, and staff.

Examples of Duties:

• Prepares and distributes agendas and agenda packets for Water Commission and other meetings.
• Transcribes and publishes minutes for regular Water Commission and Committee meetings. Processes Water Commission related reports and correspondence.
• Transcribes, prepares, and organizes a wide variety of material requiring independent judgment and knowledge of Utility procedures.
• Processes and maintains a variety of forms, records, accounts, and reports.
• Drafts correspondence and e-mails, interacts with visitors, and answers questions and requests.
• Prepares correspondence and packages for mailing and shipping, including registered mail and Federal Express.
• Maintains, organizes, and updates Utility filing system.
• Ensures quorums, schedules meetings, and reserves conference rooms.
• Contacts and coordinates meetings with other agencies as needed.
• Coordinates travel arrangements, prepare itineraries, and prepares, compiles, and maintains travel vouchers, records, and expense reports.
• Registers employees for seminars and conferences.
• Maintains Utility calendar for conferences, training, and other related appointments and meetings.
• Assists management with writing articles for various newsletters.
• Creates various PowerPoint presentations.
• Works community events on behalf of the Water Utility.
• Plans and coordinates Utility special events.
• Completes credit card reconciliation and purchase orders.
• Update the Utility's intranet as needed.
• Order furniture, office supplies and uniforms.
• Performs other related work as required.

OTHER EXPERIENCE AND QUALIFICATIONS:

Required: Three to five years related experience. Valid driver's license and good driving record. A combination of equivalent experience.

And/or Education May Be Considered. Knowledge, Skills & Abilities

• Comprehensive knowledge of business letter writing and forms.
• Comprehensive knowledge of business, English, spelling, punctuation, and grammar.
• Considerable knowledge of office procedures and routines.
• Working knowledge of office machinery such as a calculator, copy machine, and printer.
• Considerable skill in taking meeting minutes, in operating word processing software and computer systems.
• Considerable skill in organizing and maintaining a variety of office records and files, in determining formats for reports and various documents and correspondence, and in providing a full range of administrative office services, including use of discretionary judgment in dispensing information.
• Considerable skill in working independently without specific instructions.
• Ability to follow oral and written instructions, to communicate effectively, both orally and in writing, and to proficiently utilize a computer and the required software.
• Ability to establish and maintain effective working relationships with the staff and the public, to maintain confidentiality, and to work the required hours of the position.

May be required to demonstrate minimum competency by successfully passing approved tests.

Physical Requirements Ability to perform the following activities: Lift and carry up to 20 pounds. Ability to remain in a stationary position for up to 2 hours. Focus on projects for a long period of time. Focus on projects for a long period of time.

The above is not to be construed as an exhaustive statement of duties, responsibilities or requirements.