Executive Assistant

The Green Bay Water Utility is looking for a highly organized, dependable, and professional Executive Assistant to join our team and provide high-level administrative support to the General Manager, Utility leadership, and staff.

Hiring Range: $29.36 - $32.45/hour

Work Schedule: Monday-Thursday, 7:00 a.m.-4:30 p.m. and Friday, 7:00 a.m.-11:00 a.m.

No residency requirement.

The City of Green Bay is a leader in employee health and wellness with its Health/1265 program with a goal to engage all employees in their own health and well-being by providing insurance premiums incentives and other benefits.

We are committed to fostering a diverse and inclusive work environment.  We invite candidates of all backgrounds and experiences to apply, knowing that unique perspectives enhance our service to the community.

1. Prepares and distributes agendas and agenda packets for Water Commission and other meetings.
2. Transcribes and publishes minutes for regular Water Commission and Committee meetings.
3. Processes Water Commission related reports and correspondence.
4. Transcribes, prepares, and organizes a wide variety of material requiring independent judgment and knowledge of Utility procedures.
5. Processes and maintains a variety of forms, records, accounts, and reports.
6. Drafts correspondence and e-mails, interacts with visitors, and answers questions and requests.
7. Prepares correspondence and packages for mailing and shipping, including registered mail and Federal Express.
8. Maintains, organizes, and updates Utility filing system.
9. Ensures quorums, schedules meetings, and reserves conference rooms.  Contacts and coordinates meetings with other agencies as needed.
10. Coordinates travel arrangements, prepare itineraries, and prepares, compiles, and maintains travel vouchers, records, and expense reports.  Registers employees for seminars and conferences.
11. Maintains Utility calendar for conferences, training, and other related appointments and meetings.
12. Assists management with writing articles for various newsletters.  Creates various PowerPoint presentations.
13. Works community events on behalf of the Water Utility.
14. Plans and coordinates Utility special events.
15. Completes credit card reconciliation and purchase orders.
16. Update the Utility’s intranet as needed.
17. Order furniture, office supplies and uniforms.
18. Performs other related work as required.

• High school diploma or equivalent.
• Associate Degree or Bachelor’s Degree in Administrative Professional, Public Administration, Communications, or other closely related field highly desirable.
• Three to five years related experience.
• Valid driver's license and good driving record.

 

A combination of equivalent experience and/or education may be considered.

• Comprehensive knowledge of business letter writing and forms.  Comprehensive knowledge of business, English, spelling, punctuation, and grammar.  Considerable knowledge of office procedures and routines.  Working knowledge of office machinery such as a calculator, copy machine, and printer.
• Considerable skill in taking meeting minutes, in operating word processing software and computer systems.  Considerable skill in organizing and maintaining a variety of office records and files, in determining formats for reports and various documents and correspondence, and in providing a full range of administrative office services, including use of discretionary judgment in dispensing information. Considerable skill in working independently without specific instructions.
• Ability to follow oral and written instructions, to communicate effectively, both orally and in writing, and to proficiently utilize a computer and the required software.  Ability to establish and maintain effective working relationships with the staff and the public, to maintain confidentiality, and to work the required hours of the position.

May be required to demonstrate minimum competency by successfully passing approved tests.

Physical Requirements
Ability to perform the following activities:

• Lift and carry up to 20 pounds.
• Ability to remain in a stationary position for up to 2 hours.
• Focus on projects for a long period of time.
• Focus on projects for a long period of time.

The above is not to be construed as an exhaustive statement of duties, responsibilities or requirements.