Position Title: Administrative Assistant

Salary: $45,000 – $55,000 Annually or Commensurate with Experience

 

JOB SUMMARY

This is skilled and technical work performing clerical operations for the Authority. Work is performed under the supervision of the General Manager and is normally completed within a 40-hour work week. Work requires technical knowledge of word-processing programs used by the Authority.

ESSENTIAL FUNCTIONS

  • Develops and implements Board meeting protocol, processes, and templates. Prepares, mails and emails the meeting agenda and attachments for Committee meetings, Board of Trustee meetings, Board of Manager meetings and special functions of the Authority. Prepares multi-media materials for public meetings and events.
  • Manages diverse requirements pursuant with the Texas Open Meetings Act, Texas Government Code Chapter 551, consisting of, but not limited to official agenda postings, minute preparations, regular, committee, and executive session meeting administration, applies Texas Open Meeting Act and organizational standards and procedures.
  • Serves as liaison for the Board of Trustees and the Office of the President with other departments and outside agencies. Perform executive level administrative support functions including preparing and reviewing internal and external correspondence, board memorandums and resolutions, presentations, reports and other documents.
  • Sets up meeting rooms and prepares meals or snacks for Board and Committee meetings, and other special functions of the Authority.
  • Attends the Board of Trustees, Board of Managers and other meetings as directed and take notes. Prepares the minutes of the Board of Trustees, the Board of Managers meetings, and other meetings as directed.
  • Assists in collecting and preparing monthly data reports and present them to the Finance Manager to achieve monthly billing of customers. Researches and compiles a variety of information for reporting purposes and performs data entry of a variety of databases, spreadsheets, and forms.
  • Performs customer service duties including answering and screening calls, receiving and assisting visitors, and answering inquiries. Sorts and distributes mail including, scanning, filing, copying and faxing documents. Process all outgoing and Certified mail. Purchases postal supplies.
  • Receives and processes UPS and Federal Express packages and make arrangements for pick-up or delivery.
  • The Administrative Assistant is the Records Keeper for the Authority and is responsible for the Records Retention Schedule. Maintains, develops and implements filing systems. Safeguards confidential information and maintains document management. Maintains permanent files of Board meeting documents and retrieves information for the Board.
  • Purchases and acquires materials, food and supplies for the benefit of the Authority as required by the General Manager.
  • Manages and maintains schedule of appointments, replies to internal/external telephone inquiries/concerns, coordinates travel, organizes and sets up special events and workshops.
  • Maintains the CRWA web page.
  • Places legal notices in proper publications as required by the TCEQ for permitting.
  • Maintains a neat and professional appearance in the boardroom and administrative offices.
  • Performs other duties as assigned.

DECISION MAKING

  • The Administrative Assistant works under limited supervision.

MINIMUM REQUIREMENTS

  • Must have a high school diploma or GED. Must have typing and computer skills with at least two years in a related field.
  • Able to use word processing, spreadsheet, database, and presentation software.
  • Valid Class “C” Texas Driver’s License consistent with CRWA driving policies.
  • Notary Public of the State of Texas or the ability to obtain within one year.
  • Pre-employment drug screening and background check.

JOB DIMENSIONS

  • Contact with internal and external customers, consultants, and board members.
  • Extensive public interaction with local and regional regulatory entities and board members.
  • Communicates effectively, verbally and in writing.
  • May be required to work hours other than the regular schedule including nights and weekends.
  • Travel may be required.

Comprehensive knowledge of the Authority’s policies and procedures and Federal and State regulations and standards to be met/complied with, such as the Public Information Act and the Open Meetings Act requirements.

Comprehensive knowledge of safety procedures and ability to work safely, alone or as part of a group, establish and implement safety procedures and recognize and correct safety hazards in the workplace.

Comprehensive knowledge of filing and data storage systems to keep the Authority’s records.

PHYSICAL DEMANDS AND WORKING CONDITIONS

  • Working conditions are primarily in an office environment.
  • Must possess a valid Texas driver’s license and maintain a good driving record.
  • Must be able to hear audible warning signals and to speak clearly through communications equipment. Must be able to lift and carry at least 30 lbs. weight. Will need to be able to stoop, bend, twist and reach above the shoulders to perform the functions of the job.