Specific Duties and Responsibilities
Coordinates external meeting dates with attendees and ensures public notice of meeting is posted, prepares materials for distribution, handles meeting set-up and logistics, records meetings for transcription, ensures sign off of minutes from previous meeting and filing of all public documents with Records.
Collaborates with the Executive Assistant to the CEO on projects and public meetings for the District Board of Commissioners.
Establishes and maintains relationships with contractors, vendors, clients, and outside agencies. Researches and acquires vendor proposals for supplies, materials, or services; processes ordering of such, which may include obtaining vendor due diligence documents and submission of contract requests to Legal.
Utilizes various computer applications to create, maintain, and update correspondence, calendars and events, reports, organizational charts, graphs, flow charts, files, and process electronic timecard information. Assists in creating presentations and visual aids for public meetings and speaking forums.
Presents ideas clearly and effectively in written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization and structure.
Applies working knowledge of the District’s regulatory requirements (including HIPAA and Sunshine Law) in carrying out daily assignments and activities; handles confidential information and exercises discretion at all times.
Tracks projects, prepares monthly reports and expense reimbursements, organizes incoming bills, receipts, credit card statements, membership renewals, and processes for payment.
Operates a variety of modern office equipment in performing essential functions (e.g., copy machines, word processors, facsimile machines, telephone systems, computer terminals, printers).
Prepares flow charts, organizational charts, work tables, letters, records, reports, and related documentation; makes copies of such where applicable; and distributes to appropriate entities.
Maintains, updates, and manages filing systems for Officers to include retrieving files, records, reports, and charts as directed.
Reviews documents, correspondence, charts, budgets, and applications to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate.
Acts as liaison between Officers, Senior Managers, and personnel from various internal departments and external agencies, gathering information, coordinating efficient work flow and relaying instructions as needed.
Coordinates, updates and maintains Officers’ calendars concerning internal and external meetings, travel, appointments, deadlines, and project/program schedules.
Arranges attendance at conferences, speaking engagements, and handles all travel logistics including the approval and reimbursement for related expenses.
Processes, sorts, and distributes incoming and outgoing mail for Officers and routes materials to assigned departments.
Emergency duty may be required of the incumbent that includes working in Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, man-made or natural.