SUMMARY
This position reports directly to the Chief Engineer and Vice President of Centralized Maintenance and Asset Management. The Executive Assistant provides support in the areas of Engineering, Construction, Centralized Maintenance and Asset Management. This position covers a Monday through Friday regular 40-hour work week.
RESPONSIBILITIES
§ Serves as part of the ACD customer service team to include:
o Answer and direct calls.
o Provide general and detailed information to customers, employees, and visitors. Refer individuals to the appropriate staff member for assistance as necessary. Respond independently whenever possible.
o Maintain the customer service database to include: customer data entry, request for information and/or service (i.e. bucket, missed collection stops), respond quickly and efficiently to customer follow-up calls, and adhere to the required customer service phone coverage.
§ Participate in GEO front desk coverage as needed.
§ Process monthly pay requests from contractors and vendors for the Engineering Department.
§ Assist with processing I-Bank reimbursement requisition requests.
§ Process requisitions and payments for Maintenance expenditures.
§ Assist as needed for Earth Day Celebration planning and activities.
§ Assist and/or perform various administrative duties for department staff to include but not limited to: coordinate need of office supplies, order and maintain supplies for department personnel, type letters/memos, copy, file, schedule appointments and sort and distribute mail. Generate and/or maintain reports for department staff as necessary. Perform report data analysis when necessary.
§ Assist in budget preparation and track account balances. Monitor budget payments throughout the year.
§ Initiate payment of bills and contracts for Engineering and Centralized Maintenance and Asset Management Departments. Prepare purchase requisitions. Ensure all necessary documentation is distributed to finance for final payment.
§ Assist Centralized Maintenance and Asset Management management staff with safety training compliance and tracking.
§ Register department staff for job-related seminars/conferences/courses/trainings. Make travel arrangements if necessary.
§ Assist department staff with travel reimbursement preparation and submission.
§ Assist with payroll processing through UKG for Centralized Maintenance and Asset Management, Engineering, and IT staff.
AAssists with organization of Authority special events such as charity fund raising events and holiday-related programs.
§ Perform other duties as directed by the Chief Engineer or the Vice President of Centralized Maintenance and Asset Management.
§ As needed and/or directed, assist the ACUA with its environmental mission and commitment to excellent customer service, to include but not limited to: serve in an advocacy role, help with site tours, attend events and activities that the Authority participates in or sponsors.
RRemain compliant with all training requirements for this position. The training requirements for this position are located on InsideACUA in the Employee Resources section (Blue Box) under Training Resources.
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
§ HS Diploma or GED
§ Minimum of 5 years office/administrative experience
ESSENTIAL SKILLS, KNOWLEDGE, AND ABILITIES
§ Valid driver’s license in good standing
§ Knowledge of office administration, customer service, records management, and basic bookkeeping practices.
§ Proficient in Microsoft Office Suite, particularly Word, Excel, and Outlook, and ability to learn customer service, purchasing, and payroll systems, including UKG
§ Ability to process requisitions, invoices, payment and reimbursement requests, and payroll information accurately.
§ Ability to maintain financial records, track budgets, analyze data, prepare reports, and identify discrepancies.
§ Strong organizational skills, attention to detail, and ability to manage competing priorities and meet deadlines.
§ Effective written, verbal, and interpersonal communication skills.
§ Ability to exercise sound judgment, maintain confidentiality, resolve routine concerns, and work independently and collaboratively.
§ Ability to coordinate training, travel, meetings, and special events and follow established procedures.
PREFERRED QUALIFICATIONS
§ Familiarity with Edmunds, Wasteworks and Microsoft CRM Systems
PHYSICAL REQUIREMENTS
The physical activities described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Essential functions are those functions that the employee who holds the position or the candidate that desires the position must be able to perform unaided or with the assistance of a reasonable accommodation. When possible, reasonable accommodations may be made for persons who are disabled under the law. Reasonable accommodations are those accommodations which, as defined under applicable State and Federal law, enable disabled individuals to perform the essential functions of their job title and to meet the Employer’s expectations for the job title. While performing the functions of this job the employee:
These activities may be performed using reasonable accommodation, including assistive technology or alternative methods, as appropriate
Please complete an application online at www.acua.com/careers