Executive Assistant - Engineering

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Added 09-12-2022

Description

Job Description

 

Performs executive administrative support and related work as required to handle multiple functions in areas including parks and recreation, planning, finance, human resources, engineering, public works, and legal.  Some positions supervise other administrative or clerical staff.  Work is performed under the supervision of the department director. 

The current posting is for a position in the Engineering Department; however, application to this posting may be considered for future vacancies in other departments.

 

Essential Duties of the Position

 

The following duties are those considered most essential to the position.  This does not preclude the delegation of other duties considered as necessary by management to successfully complete an assignment or project. 

  • Plans and organizes the administrative workflow of the office to accomplish needs for the staff; identifies and develops databases, spreadsheets, and other records management systems.

  • Handles public requests for services or information based on program and policy knowledge; resolves problems or complaints independently.

  • Researches departmental specific matters.

  • Coordinates with vendors, other departments, and other business partners as needed. 

  • Works closely with supervisor in budgeting, purchasing, invoicing, revenues, and procurement of equipment, supplies and materials for the department. 

  • Maintains confidential records and other work, including legal and human resources documents. 

  • Handles delegated technical functions and relays resident complaints and service issues. 

  • Attends meetings; records minutes; disseminates meetings reminders, agendas and minutes. 

  • Drafts correspondence, memoranda, notes, reports or other materials.

  • Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information and performs periodic follow up activities. 

  • Screens and routes materials according to content of communications, may do research or retrieve related materials from files. 

  • Establishes and maintains inventory or activity records and files; initiates appropriate follow up or further action based on the status of office activity; creates databases or other data management systems.

  • Modify department’s webpages for changes in information. 

  • Performs other duties as apparent or assigned. 

 

Minimum Required Education and Experience

 

Knowledge of the organization and functions of the department(s) and of general administrative policies and practices; standard office practices, procedures, equipment and office support techniques; ability to read, understand and interpret difficult materials with complicated information; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to maintain confidentiality of records; perform office management details without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates, and the general public. 

High School and 5 to 7 years of office management or administrative experience or 2 years of college/Associate’s Degree and 3 to 5 years of related experience.  Possession of an appropriate driver's license valid in the State of North Carolina. 

 

Supplemental Information

 

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing and repetitive motions, frequently reaching with hands and arms and occasionally requires standing and walking; work requires close vision, depth perception and color perception; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and operating machines; work has little exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office with computer printers, light traffic).

 

Specific details

Job Type Employee
Job Status Full time
Compensation Type Per year
Compensation $43,991.68 - $56,969.22

Location

Huntersville