JOB DESCRIPTION Full Time Hourly Rate: $20.33 - $33.32
Pay Scale/Grade: H5
FLSA Classification: Non-exempt
Posting Date: January 30, 2025
Closing Date: February 4, 2025
Job Summary:
The Executive Assistant provides comprehensive administrativesupport to the CEO, including drafting and preparing correspondence and otherdocuments. Serving as a board liaison, the role facilitates communication,prepares meeting materials, and coordinates board activities. Additionally, theExecutive Assistant manages office operations, ensuring efficient workflow,maintaining supplies, and overseeing administrative processes. Responsibilitiesalso include scheduling, coordinating, and documenting departmental meetings,appointments, and training sessions, as well as managing the monthlyadministrative calendar. The position prepares agenda items, follows up onaction items, and arranges training and travel for departmental personnel; Ensuring accurate submission of receipts and documentation to accounting. Therole also involves maintaining files, tracking Landfill compliance andmonitoring activities, and managing related documentation, filings, anddeadlines. Acting as the first point of contact for general departmentalassistance within Solid Waste Administration, the Executive Assistant handlessensitive and confidential matters. Performs other related work as assigned orrequired.
JOB REQUIREMENTS Essential Job Functions:
- Provides executive level supportto the Chief Executive Officer, Chief Operations Officer and SWDA Board Members.
- Prepares correspondence, agendaitems, reports, presentations, advertisements, press releases and various documents as requested.
- Coordinates office managementactivities for the Chief Executive Director.
- Makes travel arrangements;prepares itineraries; prepares, compiles and maintains travel vouchers andrecords.
- Maintains a high level oforganizational skills to work efficiently.
- Schedules meetings, transcribesmeeting minutes/notes, coordinates internal and external communication amongstaff, other departments as necessary.
- Acts as liaison betweenthe Executive Director's staff or others, by transmitting directives,instructions and assignments and following up on the status of assignments.
- Applies knowledge of departmentalrules, regulations, and procedures to provide and verify information, processtransactions, and provide services related to the operation of the department.
- Must uphold a high-level ofconfidentiality, as well as perform with great degree of accuracy, efficiencyand dependability.
- Maintains a filing system andproperly files and archives all landfill compliance and monitoring activitiesand documentation of such.
- Gathers data for surveys orperforms research on special subjects or projects.
- Receives and screens visitors andtelephone calls, takes messages, schedules appointments and providesinformation to callers requiring knowledge of SWDA and departmentaloperations, and the interpretation and application of policies, procedures, andadministrative directives.
- Provides clerical support foradministrative staff.
- May perform fiscal, personnel, purchasing,and other administrative support duties.
- Maintains effective working relationshipswith the public.
- All other duties as assigned.
Required Skills, Abilities and Knowledge:
- Computer skills in various programs. Must possess strong MSOffice skills, including Word, Excel and PowerPoint.
- Ability to communicate effectively with customers, internaland external staff and other agency representatives.
- Math skills to perform basic mathematical operations.
- Skills to neatly and clearly complete reports, etc.
- Reading skills to understand various documents.
- Knowledge of filing systems.
- Knowledge of Authority procedures, as well as, generaloffice procedures.
- Ability to keep clerical records and prepare accuratereports.
- Ability to prepare effective correspondence.
- Knowledge and ability to operate office machines such astypewriter, PC, copy machine, 10-key calculator, etc.
- Knowledge of basic accounting procedures.
- Ability to organize heavy workload and accomplish requiredtasks.
Education and Experience:
- Associate's degree or equivalent.
- 3-4 years' experience in office administration.
- Any equivalent combination of experience and trainingprovides the knowledge, skills and abilities necessary to perform the work.
Special Requirements:
- Must be willing to work overtime, weekends, and holidays tocomplete work within specified period of time.
- Willing to travel as required.
- Must be flexible and able to handle more than one project atone time.
- Self-motivated and team player.
- Possession of a valid driver’s license.
- May require the possession of or ability to obtain a Stateof Alabama Notary Seal.
Physical Requirements:
- This position requires the employee to see well enough toread and write; hear well enough to respond to verbal communications and speakwell enough to answer questions in a polite, courteous manner.
- Frequently required to stand and walk with prolonged periodsof sitting at a desk and working on a computer with the ability to reach withhands and arms; Body movement of mobility to bend, move, stand, and lift.
- Must occasionally lift and/or move up to 15 pounds.
- Requires the ability to operate, maneuver and/or control theactions of equipment, tools, and/or materials used in performing essentialfunctions.
- Work requires preparing and analyzing written or computerdata and observing general surroundings and activities.
- Must be able to perform the duties of this position invarious office settings when necessary.
- Tasks may be performed with some exposure to adverseenvironmental conditions.
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