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Company Name : Wasatch Front Waste and Recycling District
Location : Midvale, UT
Position : Executive Assistant
Job Description : Job SummaryThis position provides paraprofessional administrative assistance to the General Manager and the Executive, Management and Operations Teams; serves as the District Clerk to the Administrative Control Board, and coordinates all administrative tasks and functions of the Board and the General Manager including posting agendas and minutes in compliance with state statutes. Also serves as the District’s Records Clerk and ensures compliance with GRAMA and State Regulations.Essential Job FunctionsThe following duties and responsibilities are intended to be representative of the work performed by the incumbent(s) in this position and are not all-inclusive. The omission of specific duties and responsibilities will not preclude it from the position.Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without a reasonable accommodation.*Maintains and prioritizes calendar(s) for the General Manager; schedules appointments, receives, distributes, and organizes incoming and outgoing correspondence and files; conducts research into issues, prepares necessary background information and materials; provides daily briefings, schedules meeting and conference rooms.Provides support for the Administrative Control Board; posts meeting agendas and meeting minutes to required public information websites; transcribes minutes and maintains approved written and electronic minutes, prepares board packets, and prepares presentation slides for meetings.Manages citizen complaints and inquiries made to the General Manager and Administrative Control Board.Serves as the District’s Records Clerk. Responds to GRAMA requests for documents, and makes recommendations on record classifications; maintains all administrative records for the District.Provides office support for the executive staff; prepares agendas, schedules meeting rooms, takes and maintains minutes; ensuring needed items are carried onto the next meeting or assigned to staff for resolution; aggregates and consolidates service data from multiple sources, makes data available to the executive and management teams in appropriate reporting formats.Monitors social media for comments and opportunities to promote the District. Develops a variety of electronic and paper-based reports, and electronic and social media presentations in final or close to final draft for use by the General Manager; assists with creating marketing presentations.Prepares a variety of detailed and complex monthly and annual reports and spreadsheets.Types correspondence, reports, memoranda, applications, certificates, and other material from copy, rough draft, and other sources; updates finalized District policies and standard operating procedures to District files.Coordinates all travel for District employees including researching for best pricing.Coordinates assigned District-wide projects and prepares related final products; assists with budget and other presentations.Stays up-to-date of deadlines for posting reports to State and other websites; keeps Controller, Finance Director and General Manager informed of items needed for upcoming deadlines.Supports executive leadership team by following up on action items from meeting minutes and advising as needed.Familiar with purchasing policy and purchases office supply and breakroom supply orders.Schedule, organize, and execute organization-wide celebrations.Minimum QualificationsBachelor’s Degree in Business, Office Administration, or closely related field and two years of directly related experience; or an equivalent combination of related education and experience. Ability to obtain Notary Public in Utah.Additional InformationKnowledge of: *Working knowledge of office practices, procedures, methods and techniques.Business English, grammar, spelling and punctuation.Policy and procedure development.Microsoft Office Suite.Presentation software.Effective public relations methods and techniques.Social media.Utah State StatuesSkills and Abilities to:Multi-task and handle many important duties simultaneously.Prepare agendas and supporting documentation.Research Laws and Regulations.Follow GRAMA and Open Meeting requirements.Implement procedures based on statute, regulation or policy.Communicate effectively both verbally and in writing with the public, board members, staff and vendors.Evaluate and problem solve, implement appropriate actions based on available alternatives.Exhibit professional work behaviors and maintain effective working relationships.Meet deadlines in stressful situations.Work independently and use good judgment.Maintain confidentiality.Accurately prepare, update, and maintain custom reports.Create presentation material.WORKING CONDITIONS AND PHYSICAL REQUIREMENTSOffice Environment with occasional field visits.IMPORTANT INFORMATION REGARDING THIS POSITIONRegular Business hours and at times, working evenings, Saturdays and occasional Holidays.Job Type: Full-time
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