WaterOne

  • Administrative Assistant - Legal

    Job Locations US-KS-Lenexa
    Posted Date 5 days ago(11/8/2018 5:20 PM)
    ID
    2018-1312
    # 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.

     

    Job Summary/Objective

     

    The purpose of this position is to perform administrative duties, professional and technical support for the Division Director as well as coordinate office functions and activities for the Division including Audit, Legal Services, Records, Insurance and Government Affairs.

     

    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.

    • Provides administrative support for Director – Legal and Audit and other Division staff.
    • Gathers, coordinates and prepares data for statistical or operating staff reports.
    • Assists in preparation of meeting and presentation materials for staff and Board.
    • Acts as point of contact for internal and external inquiries.
    • Acts as liaison for Division Director and other divisions.
    • Maintains department records and keeps files organized.
    • Assists the Director in maintaining calendar and scheduling appointments and meetings.
    • Files documents at Register of Deeds and Clerk of District Court when necessary.
    • Assists the director in Division budget preparation and control.
    • Maintains law library with all incoming materials and reorganizes library as needed.
    • Prepares check requests and maintains records for the Division.
    • Reconciles purchasing card statements.
    • Coordinates continuing education and professional license requirements for the Division.
    • Assists in special projects and other duties as assigned by the Director – Legal and Audit.
    • Assists Manager of Legal Services and Government Relations as directed.
    • Assists Insurance Coordinator in processing and maintaining records for claims as well as provides backup to Insurance Coordinator as directed.
    • Updates/scans insurance certificates, contracts/agreements and legal research as directed.
    • Assists in preparation of memos and related correspondence to Board.
    • Creates and maintains SOPs for Administrative Assistant position.
    • Serves as subject matter expert for Microsoft products supporting Division needs.
    • Assists with proofreading Division and Board materials for spelling, grammar and presentation quality.
    • Serves as recording secretary for Government and Community Relations Committee.
    • Attends Board meetings and Board Committee meetings as required.
    • Provides notary public service for WaterOne.

    Other Duties

    • Provides occasional backup to Executive Assistant – Assistant to the Board.
    • Assists and provides backup to Records Management Coordinator as directed.
    • Other duties as assigned.

    Qualifications

    Required Education, Skills & Experience

    • Minimum high school graduate or GED.
    • Minimum five years of administrative assistant or related work experience.
    • 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.
    • Strong computer skills, including significant experience with Word, Excel, Outlook, PowerPoint and SharePoint.
    • Proficient in organizing and maintaining files and records.
    • Ability to recognize and protect the confidentiality of sensitive information
    • Ability to handle varying workloads and maintain high quality standards and accuracy under stressful conditions.
    • Ability to work independently as well as be able to exercise initiative and good judgement with the ability to make decisions within scope of assigned authority.
    • Performance driven and have a strong desire to see the Division and the WaterOne meet their respective goals.
    • Strong organization skills and capable of prioritizing work to meet multiple deadlines.
    • Must have a continued commitment to professional training and development.
    • Must be a notary public or eligible to obtain notary public.
    • Must pass post offer medical exam, including drug screen and background verification.

    Preferred Education, Skills & Experience

    • Associate’s degree or two years of college with emphasis on administrative courses preferred.
    • Public sector experience.
    • Experience with enterprise resource planning software such as SAP and records information management systems.

    Position Competencies

     

    In addition to organizational competencies, these key competencies are expected to be demonstrated by each employee in this position: 

    • 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 Management – Maintaining 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.

    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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