Executive Assistant / Operational Support Person

Executive Assistant/Operational Support Person

GENERAL STATEMENT OF CLASS

The Executive Assistant/Operational Support Person reports to both the District Manager and Director of Operations/Engineering. It is a full-time position but some flexibility in office hours can be arranged with other staff as long as full coverage is provided to visitors during office hours – Monday through Thursday from 8:00 AM to 4:30 PM. EXECUTIVE ASSISTANT/OPERATIONAL SUPPORT - ESSENTIAL DUTIES The Executive Assistant/Operational Support Person performs a variety of general administrative and public relations duties but is not limited to: administrative, public outreach, human resources, customer service, capital support, fire flow applications, new services and meters, work orders and inventory, hydrant meter, backflow tracking, Seattle Public utilities facility charges, water system extension agreement (WSEA), records management and documentation. Administrative Posts agenda and minutes to website to be in compliance. Coordinates filing of board packets, minutes, and resolutions. Assists with training, conference registration, and travel. Assists with maintaining District Code Books. Assists with printing annual budget books. Assists with collecting and reporting performance measures. Public Outreach Selects and coordinates the different after‑hours public events such as savvy gardener classes, including advertising, communicating with customers, coordinating with presenters, preparing the Board room for the event, and coordinating food and drink for attendees. Collects and transfers evaluations to Conservation Committee. Serves as the District representative on the Saving Water Partnership committee. Coordinates with customers about Board room rentals, ensuring proper setup and handling opening/closing of the room when not in use. Tracks and orders supplies for various events. Human Resources Assists with onboarding of new employees. Assists with arranging employee classes and workshops. Assists with maintaining District Personnel Manual. Researches new employee benefits and requirements as needed. Office Support Backs up phone coverage as needed. Capital Support Manages the Small Works and Engineering Roster. Tracks consultant and contractor invoices in Excel. Assists with the annual capital budget preparation. Organizes hard copies and server files of capital projects Fire Flow Applications. Assists or directs customers with questions regarding Fire Flow Analysis applications and Fixture Count worksheets. Submits payment information for receipting into Springbrook. Creates and submits a task order (remittal document) authorizing the engineering firm to perform a fire flow analysis. Obtains approval from Director of Operations and Engineering. Creates a Certificate of Water Availability (CWA) and Fire Flow letter. Delivers documents to customers/applicants. Files applications and saves to the server. New Services and Meters Drafts meter cards with the relevant information and forwards to Director of Operations for review. Submits payment information for receipting into Springbrook. Submits meter card to Operations Lead for installation. Tracks meter costs for each new or upgraded service. Hydrant Meters Coordinates the check out and return of hydrant meters. Completes hydrant rental form and forwards deposit payment to the appropriate person for Springbrook receipt. Creates refund or invoice to be reviewed by Director of Operations. Water Quality – Backflow Tracking Generates and sends initial letters (monthly) and follow‑up letters as needed. Verifies that letters are sent to the correct person or representative and updates Swift Comply as needed. Generates and updates the current list of backflow testers to be sent with the letters. Assists with the Annual Summary Report if needed. Assists with scheduling surveys with customers. Seattle Public Utilities (SPU) Tracks SPU facility charges received from new services installed without a WSEA at time of payment and new services installed with a WSEA when the WSEA is completed. Completes and remits, with payments, a monthly report to SPU. Records Management Maintains files for all activities identified. Coordinates storing and organizing all archived records in compliance with State record retention guidelines and regulations. Documentation and Training Creates and updates documentation of processes and policies. Participates in training. Other Duties as Assigned Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

Ability to organize job duties so that tasks on a deadline can be completed while still responding to the ever‑changing demands of customers – multi‑tasking effectively is a key ability required for this position. Outstanding communication (listening and speaking), customer service, problem solving and interpersonal skills are required. Intermediate to advanced knowledge and experience with Microsoft Excel, Microsoft Word, and Power Point are required. Must be able to speak and write clearly in English.

TRAINING, EXPERIENCE AND LICENSING

High school graduate or GED equivalency required. An associate degree in administrative services, bookkeeping, or general studies or equivalency. Two (2) years in delivering outstanding customer service. One (1) year of prior experience working for a public‑government employer is preferred (this experience can be concurrent with the 2 years of experience identified above).

PHYSICAL REQUIREMENTS

The work of this position is performed in an air‑conditioned office environment. The work is subject to frequent interruptions from customers, management, and associates; the employee may sit for extended periods of time and is required to move about the office easily and quickly from the front counter to the drive‑through window. Must be able to lift 10‑40 pounds lifting files. Must be able to calmly and professionally respond to the occasional disrespectful and demeaning customer.

SALARY RANGE

$40 to $48.66 per hour depending on experience.

OTHER INFORMATION

NOTE: The above job description is intended to represent only the key areas of responsibilities; specific positions assignments will vary depending on the business needs of North City Water District. All employees are subject to drug testing and background checks. Probationary review at 4 and 8 months. #J-18808-Ljbffr North City Water District