What are the responsibilities and job description for the Executive Assistant position at City of Green Bay?
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: Minimum 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. \*\*\*\*\* APPLICATION
INSTRUCTIONS: Apply Online:
http://agency.governmentjobs.com/greenbaywi/default.cfm
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: Minimum 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. \*\*\*\*\* APPLICATION
INSTRUCTIONS: Apply Online:
http://agency.governmentjobs.com/greenbaywi/default.cfm