Executive Assistant / Clerk to Board

All applicants must apply online at www.bjwsa.org/jobs.

SUMMARY: Under general supervision, provides administrative support to the General Manager, Deputy General Managers and the BJWSA Board of Directors. Coordinates with municipalities, community leaders, elected officials and other dignitaries, state and local government; responsible for administering special assignments or projects; arranges and coordinates any travel requirements of the General Manager, Deputy General Managers and Board Members. Directs calls, visitors and inquires to the appropriate person or department. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties include but are not limited to:

• Assists the General Manager and Deputy General Managers with general execution of the administrative duties for the Board of Directors; maintains calendars and schedules appointments, meetings, conferences, or other activities; screens telephone calls, mail, e-mail and other communications and initiates appropriate action/response; coordinates travel arrangements, accommodations or other travel-related plans; keeps messages, documentation, or other information, follows up on status of pending matters; composes, types, edits, or proofreads correspondence on behalf of the General Manager; receives, prepares or processes a variety of documentation involving a high degree of confidentiality; processes documentation within designated timeframes and per established procedures.
• Coordinates and attends all Board meetings for the purpose of recording, composing, and editing the proceedings. Prepares agenda, board packets and back-up material for Board members and key staff for each meeting; responsible for the maintenance and edit of all Board-related information on the public website; responsible for scheduling, room set-up and notification of Board-related meetings in accordance with BJWSA’s By-Laws and the Freedom of Information Act. Notifies the public and electronic and print media of all Board and Committee meetings and other related Board information; ensures compliance with the state Freedom of Information Act, local law and Roberts Rules of Order.
• Ensures Statement of Economic Interest forms are completed for each Board member and key staff and filed annually with State of South Carolina Ethics Commission. 
• Maintains and provides updates to the Board of Directors handbook, assists with orientation to Board members.
• Serves as the main point of contact for the General Manager and Deputies between internal departments and outside agencies, local governments and municipalities, the public, and both internal and external stakeholders Provides cooperative relationships with local governments of the BJWSA’s two county region regarding the Board of Directors appointment/reappointment process. 
• Prepares various written documentation and correspondence in final form, composes letters, charts, tables, presentations, reports, and other required and assigned documents. 

• Directs and executes complex projects including coordinating, tracking, and researching information to respond to questions; updating databases; creating monthly reports or analyses, and organizing large volumes of materials

• Receives and screens visitors and telephone calls for the General Manager. Interacts with public in person or over the telephone to answer questions/inquiries and provide information concerning general operations.
• Maintains BJWSA official files including By-Laws, Statutes, Ordinances, Board resolutions, contracts, agreements, bond issue proceedings, and maintains an index of such documents and other official actions for easy retrieval and use.
• Completes the Special Purpose District Notification filing required by the Secretary of State of every even-numbered year basis. 
• Handles complex administrative tasks independently, making decisions following standard policies and procedures, and escalating and conferring with others as needed. Has impeccable organizational skills and attention to detail, combined with exceptional written and oral communication abilities. 
• Manages time-sensitive issues and projects and the ability to work independently on assignments with sound judgement, frequently balancing competing priorities.
• Maintains the highest standard of honesty and integrity, and ethical conduct, in compliance with applicable government laws, rules, and regulations and other laws of the South Carolina State Ethics Act. 
• Performs other duties as required.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: 

• Requires a bachelor's degree and a minimum of five years’ experience in an executive office administrative support role or equivalent education and experience.
• Bilingual skills are a plus. 
• Must be proficient in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams and file management software programs such as DropBox and SharePoint.

CERTIFICATES, LICENSES, REGISTRATIONS: 

• Must possess a valid driver’s license.

All applicants must apply online at www.bjwsa.org/jobs.