Executive Assistant - Utility Operations

City of Ennis; Ennis (TX); Presencial; USD 42 000 - 62 000; Tempo integral

Resumo da oferta

City of Ennis is seeking an Executive Assistant to the Public Works Assistant Director / Utility Operations. You will provide high-level administrative and organizational support for the Utility Operations Department, maintaining financial and operational records and assisting with data management and project documentation.

You will also support the Utility Operations Director and divisions, coordinate calendars, travel, and events, prepare agendas and minutes, and assist with emergency planning

Qualificações

• Experience providing executive-level administrative support.
• Familiarity with records management and document control.
• Ability to manage calendars, travel arrangements, and meetings.

Responsabilidades

• Maintain calendars and schedule meetings for the Utility Operations leadership.
• Coordinate travel and organize events as needed.
• Prepare agendas, minutes, and presentation materials for meetings.
• Assist with data management, project documentation, and financial/operational records.
• Support emergency management activities and compliance with city policies.

Conhecimentos

Administrative support

Scheduling

Records management

Data management

Customer service

Communication

Emergency planning

Confidential data handling

Project documentation

Formação académica

Associate degree in Business/Public Administration or equivalent

Descrição da oferta de emprego

Under the general direction of the Public Works Assistant Director / Utility Operations, the Executive Assistant provides high-level administrative and organizational support to the Utility Operations Department/Divisions. This role maintains financial and operational records, assists with data management and project documentation, and supports senior management with executive-level administrative functions.

Provides primary administrative and emergency management support to the Utility Operations Director and assigned divisions within the Utility Operations Department.

Maintains calendars, schedules meetings, coordinates travel, and organizes special events; prioritizes and resolves complex scheduling needs.

Prepares meeting agendas, presentation materials, ordinances, resolutions, and meeting minutes for distribution.

Conducts and coordinates assigned projects, research studies, and documentation for key cases and departmental initiatives.

Maintains and tracks departmental records, files, and databases; collects and compiles statistical data; and prepares technical, financial, and management reports.

Maintains financial and operational records for programs including Collections and Distribution, Water Treatment, Sewer Treatment, and Environmental Compliance.

Supports operational staff with strategic planning, data management, and project documentation.

Composes, edits, and processes correspondence, memoranda, legal, and technical documents in compliance with City policies and procedures.

Monitors deadlines and due dates for critical documents and projects; identifies and resolves administrative issues and workflow conflicts.

Researches files and databases to ensure all administrative actions comply with City policy and procedures; inputs, retrieves, and reviews confidential data.

Assists in coordinating emergency plan activities, including training and emergency preparedness drills.

Screens and routes calls to appropriate individuals and takes and delivers messages.

Provides advice and assistance to staff and customers on compliance with laws, rules, and regulations.

Responds to sensitive requests for information that may involve confidential matters.

Provides customer service and assistance to staff and the public on departmental procedures, compliance, and regulations.

Reviews and coordinates training sessions.

May supervise administrative staff.

Has frequent contact with employees, citizens, local state, federal agencies, and other city departments.

Prepare personnel matters and maintain confidentiality, including employee timekeeping functions.

Performs other duties as assigned.

• Knowledge of City rules, regulations, policies, and procedures.
• Methods and techniques for providing effective administrative support.
• Principles of record-keeping and records management.
• Ability to assess and prioritize multiple tasks, projects, and demands.
• Strong customer service and conflict resolution skills.
• Ability to work effectively in a high-pressure environment with changing priorities.
• Skill in establishing and maintaining professional relationships with staff, the public, and City employees.
• Knowledge of the Incident Command System (ICS) and emergency response planning.
• Understanding of utility facilities, critical infrastructure operations, and systems for distribution, treatment, and collections.
• Ability to handle confidential issues with discretion.

Associate Degree in Business Administration, Public Administration, or equivalent and three (3) years in administration, business, or office management. OR

Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

A Valid Class C Texas driver license and the ability to maintain a satisfactory driving record.