WaterOne

  • Executive Assistant - Assistant to the Board

    Job Locations US-KS-Lenexa
    Posted Date 1 month ago(1 month ago)
    ID
    2018-1296
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    WaterOne is an independent public water utility. We’ve been proudly serving the Johnson County, Kansas area since 1957. Every day, nearly 425,000 customers rely on WaterOne to provide fresh, clean water on demand. It’s a responsibility we deliver on. 

     

    Our passion is water because water touches everything we care about: family, health, safety, and community. We serve our community by bringing award-winning water to their homes, businesses, and public places.

     

    Summary/Objective

     

    The Executive Assistant - Assistant to the Board provides support services to the General Manager and Board members requiring a thorough knowledge of the operations, procedures, rules, regulations, precedents and management objectives of the District with the ability to interpret and apply that knowledge with good judgement.  This individual must exercise appropriate discretion while performing job duties, which includes scheduling, planning, creating, and disseminating agendas and supporting documentation and recording the activities of the elected WaterOne Board and its various committees.  This individual is also responsible for managing all out-of-town business travel for employees and Board members.

     

    Customer Service Commitment

     

    WaterOne employees shall continuously strive to meet or exceed the expectations of both their internal and external customers.  Questions and concerns shall be acknowledged on the same day whenever possible, but no later than the next business day.  Issues shall be resolved as promptly as possible, with the goal of maximizing customer satisfaction.

    Responsibilities

    Essential Functions

     

    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

     

    • EXECUTIVE ASSISTANT TO GENERAL MANAGER:
      • Performs tasks and activities in support of the General Manager including processing of incoming and outgoing correspondence; composing and distributing reports, presentations, exhibits, and other business documents; answering phones; planning meetings; filing; and coordinating of schedules. Responsible for internal consistency and conformance of incoming and outgoing correspondence, memoranda, and other materials for the General Manager.
      • Provides for an orderly flow of work in transactions with outside parties such as legal counsel, governmental agencies/entities, and various water-related interest groups or commissions. Coordinates and processes requests for action or signature in a timely manner. Exercises independent judgment in handling matters and tasks not requiring the General Manager’s attention. Keeps the General Manager informed especially as to matters of urgency.
      • Research, analyze, extract and summarize information on behalf of the General Manager. Completes special projects requiring confidentiality and discretion as assigned by the General Manager.
      • Coordinates the gathering, refining, and submission of data for the annual administrative budget. Analyzes and administers the administrative budget on an ongoing basis.
      • Performs duties as required to support the General Manager with various memberships in civic and professional organizations.
      • Schedules meetings, drafts agendas, attends meetings as required or requested (outside of established working hours when necessary), and prepares meeting minutes and follow up on projects. These meetings include, but are not limited to: Board meetings, Committee meetings; Senior Staff meetings, and Management Forum meetings. 
      • Coordinates meeting follow-up activities for the General Manager; assists in collecting, compiling, and analyzing information from various sources on a variety of specialized topics related to programs administered by the General Manager or the Board; researches information using a variety of sources, including historical files and the internet; compiles data and assists with the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
      • Attend educational classes, seminars and other training programs to increase knowledge and stay current with technology and other WaterOne related subjects.
      • Provides notary public service for the General Manager, the Board, and other staff.
      • Demonstrates a high level of expertise and initiative in maintaining efficient and effective administrative operations that are consistent with policies and procedures.
      • Provides the executive assistance for the General Manager, but also solicits and coordinates support from others as needed.
      • Provides administrative assistance to other divisions as required.
    • TRAVEL COORDINATOR:
      • Manages out-of-town travel activities for WaterOne employees and members of the Board. Exercises discretion in the selection and scheduling of transportation arrangements.  Secures convention, hotel, and event registration.  Ensures a high degree of accuracy and timeliness in all travel arrangements.
      • Reconciles WaterOne credit card charges.
    • ASSISTANT TO THE WATERONE BOARD:
      • Provides administrative assistance to the Board including processing of incoming and outgoing correspondence, composing and distributing reports and other business documents, and coordinating schedules.
      • Schedules activities and keeps the Board updated on appointments, meetings, and Chamber events.
      • Responsible for public notification of all meetings of the Board.
      • Exercises discretion in the compilation of monthly Board meeting packets as well as all other Board meeting documentation and correspondence.
      • Serves as the Administrative Secretary at Board meetings and Special Board meetings as well as Committee of the Whole and Retirement Committee meetings. Composes minutes for Board/Committee Chairman review and distribution.
      • Provide Board members, committees and staff with logistical support and coordination for meetings, presentations and events, including room reservations and configuration, amenities and materials.
      • Coordinates transition of Board members after public election, including swearing in of new Board members and related functions.
      • Responsible for maintenance of the Board Policy Manual.
      • Responsible for updating WaterOne external web page and internal SharePoint site with Board-related information as well as posting notices of scheduled meetings.

    Other Duties

    • Assists in special projects and performs other duties as assigned.

    Qualifications

    Position Competencies

    • Thoroughness and Accuracy – Ensuring that one’s own and others’ work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.
    • Excellent Communication – The ability to ensure that information is passed on to others who should be kept informed.
    • Personal Credibility and Confidentiality – Demonstrates ability to be responsible, reliable, and trustworthy.
    • Adaptability – Ability to change priorities flexible when necessary.
    • Organization and Time ManagementMaintaining organization by prioritizing work and appropriately allocates time to meet deadlines.
    • Initiative – Identifying what needs to be done and doing it before being asked or before the situation requires it.
    • Diagnostic Information Gathering – The ability to identify the information needed to clarify a situation, seek that information from appropriate sources and use skill questioning to draw out the information when others are reluctant to disclose it.

    Required Education, Skills & Experience

    • Must have a minimum of two years of college.
    • Five years of administrative support experience.
    • Ability to exercise discretion and independent judgment with proven ability to make good decisions within the scope of assigned authority.
    • Strong computer skills, including demonstrated proficiency with Word, Excel, Outlook, and PowerPoint, and SharePoint.
    • Strong written and oral communication skills, including ability to interact positively with Board members, public and corporate officials, employees, and the public. Must be a good listener.
    • Must be able to maintain the highest levels of confidentiality.
    • Must have the ability to assume responsibility without direct supervision.
    • Have excellent organizational skills and the ability to establish priorities, manage multiple tasks, work under pressure, meet deadlines, and be productive with a positive attitude.
    • Must have proficiency in organizing and maintaining files and records.
    • Maintain a high level of accuracy and have an aptitude for details.
    • Possession of a valid driver’s license.
    • Must pass post offer medical exam, including background verification and drug screen.

    Preferred Education, Skills & Experience

    • Bachelor’s degree in Business Administration or related field preferred.
    • Public sector experience preferred.
    • Experience providing executive support to senior management and/or Board members preferred.
    • Experience with enterprise resource planning software such as SAP preferred.
    • Experience managing business travel for an organization preferred.

    Physical Requirements

     

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

     

    While performing the duties of this job, the employee must be able to use a computer for eight hours a day. The employee must be able to move occasionally from one location to another or be able to remain in a stationary position for up to several hours a day. The employee must be able to use office productivity equipment such as a personal computer, calculator, printer, and copy machine.

     

    Work Environment

     

    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

     

    This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually

    moderate.

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