Overview
Administrative Assistant – II Jobs in Huntington, WV at Huntington Water Quality Board
ADMINISTRATIVE ASSISTANT II
Classification​: Exempt
Reports to: Executive Director
JOB DESCRIPTION
The Administrative Assistant will provide high-level administrative support to the Executive Director. Work involves responsibility for performing a variety of administrative duties of a staff nature. Work includes administrative-related activities, such as research, management, leadership and continuous review and development of applicable procedures and policies. Work may entail supervision of staff and clerical employees. Initiative and independent judgment are required within the framework of stated objectives, established policies and practices, and major decisions are subject to approval.
This employee is responsible for representing the Executive Director on committees and at certain functions as directed by the Executive Director. General review is provided through conferences with and reports to the Executive Director.
ESSENTIAL FUNCITIONS
1. Serves as an administrative assistant for functional activities and specific programs; reviews and analyzes operating procedures; evaluates and assists in ensuring compliance with the rules and regulations, directives, and procedures.
2. Acts as liaison with other department units and governmental agencies regarding administrative matters; provides information to the city and public.
3. Prepares correspondence and memorandums for the Executive Director’s signature.
4. Prepares agenda items for meetings.
5. Prepares minutes of meetings as assigned by the Executive Director. Prepares draft information for Executive Director’s presentations.
7. Handles special events as directed by the Executive Director.
8. Responsible for maintaining files for the Executive Director.
9. Schedules all appointments and meetings for the Executive Director; gathers necessary information for each appointment and meeting and assists the Executive Director in preparation for same.
10. Maintains the Executive Director’s appointment calendar, written and computer format, and forwards calendar to his/her cell phone.
11. Performs various staff duties, including those relating to planning, systems analysis, methodology, operations research, and complaints.
12. Serves as liaison for the Executive Director with all department heads and performs supervisory responsibilities as assigned.
13. Serves as liaison for and representative of the Executive Director on such municipal and quasi-government committees as designated.
14. Attends public functions and performs various official acts, i.e., speaking, witnessing, or presenting, as directed by the Executive Director.
15. Responds to public complaint and inquiry attempting timely responsible resolution subject to acceptable procedure and approval.
16. Handles phone calls for the Executive Director.
17. Performs research and planning duties on special projects as assigned.
18. Receives, opens, date stamps and distributes mail for the Executive Director; prepares appropriate responses when necessary.
19. Maintains office supply stock for all personnel in the Administrative Department.
20. Assumes duties of other office support staff in their absences as needed.
21. Promotes courtesy and professionalism throughout the board office.
22. Other duties as assigned.
COMPENTENCIES, KNOWLEDGE, SKILLS, AND ABILITIES
1. Excellent knowledge of MS Office Suite
2. Possess clear, concise, effective written and oral communication skills
3. Thorough knowledge of business English, spelling, arithmetic, and vocabulary.
4. Considerable knowledge of modern office practices, procedures, systems, and equipment.
5. Excellent organizational skills and attention to detail.
6. Excellent time management skills with a proven ability to meet deadlines.
7. Ability to function well in a high-paced and at times stressful environment.
8. Ability to communicate effectively with team members and outside agencies.
9. Knowledge of general sanitary and stormwater operations and organization..
10. Information retrieval and research skills.
11. Strong organizational and public relations skills.
12. Ability to develop and implement administrative procedures and operations related to programs and to evaluate their efficiency and effectiveness.
13. Ability to exercise judgment and discretion in applying and interpreting Huntington Water Quality Board’s policies and procedures.
14. Ability to perform research.
15. Ability to plan, organize and direct the work of others.
16. Ability to plan, organize, direct, and coordinate a variety of projects and activities.
17. Ability to make moderately complex decisions in accordance with established policies and procedures.
18. Ability to communicate effectively, both verbally and in writing.
19. Ability to establish and maintain effective working relationships with other employees and the public courteously and tactfully.
20. Ability to handle confidential information in a discreet and professional manner.
21. Ability to work outside established business hours.
SPECIAL REQUIREMENTS
Valid driver’s license from the State of West Virginia.
SUPERVISORY RESPONSIBLITY
Work may entail supervision of staff and clerical employees.
WORK ENVIRONMENT
Work is performed indoors and operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
PHYSICAL DEMANDS
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.
This is a largely sedentary role; however, the employee is regularly required to sit, stand, walk, bend, kneel, crouch, climb, talk, and hear. The employee frequently must be able to manipulate writing instruments, a keyboard and mouse. The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
POSITION TYPE/SCHEDULE
This is a full-time position. Primary days of work are Monday through Friday.
TRAVEL
Occasional travel is expected for this position.
REQUIRED EDUCATION AND EXPERIENCE
Graduation from a four-year college or university; two years of work in business administration or a related field; or any equivalent combination of education and experience.
PREFERRED EDUCATION AND EXPERIENCE
Bachelor’s degree in business
EEO STATEMENT:
Huntington Water Quality Board provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Job Type: Full-time
Pay: $51,219.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Administrative Assistant – II
Company: Huntington Water Quality Board
Location: Huntington, WV
