Title:  Senior Administrative Assistant

Purpose

To perform executive administrative support to the Board of Directors office to ensure that Board administrative activities are conducted according to standards for timeliness, accuracy, efficiency, and legal compliance.

Nature and Scope

Serves as an advanced journey level resource in a relevant professional discipline; works on projects of moderate complexity; exercises own judgment and discretion; may serve in a senior role and assist in planning, coordinating, prioritizing, monitoring, and evaluating the work results in assigned area and in selecting, training, motivating, evaluating, and developing lower-level personnel.

Duties and Responsibilities

• Provides and guides the administrative and clerical services to Board of Directors by performing activities that include coordinating, updating and communicating items on the Board calendars; reviewing, drafting, routing, and filing written and electronic correspondence and other documents; preparing routine and special textual, statistical and graphic reports and documents; responding to, coordinating, forwarding, and recording inquiries from SMUD personnel and external sources (including from public, legislative, industry, media, community, and other organizations), the general public and customers; researching, soliciting and compiling information requested by the Board; and answering, routing and recording messages from telephone calls.
• Prepares, posts, and distributes agendas, notices, and supporting materials for public meetings in compliance with the Ralph M. Brown Act.
• Records and prepares accurate meeting minutes and maintains official records.
• Provides for the efficient, safe and appropriate handling of clerical and administrative support activities by assisting in the following: organizing work load; implementing the applicable practices, procedures, standards, and guidelines; establishment and maintenance or effective records management practices and systems; implementing and monitoring appropriate tracking mechanisms, including forms, workflow processes, checklists, etc.; coordinating activities with other SMUD departments and/or external entities, as appropriate; monitoring the quality and quantity of standards; providing training for staff, including on-the-job and cross-training; and maintaining all related safety standards and procedures.
• Assists in serving as the Board liaison to the Chief Executive Officer & General Manager, other SMUD executives and SMUD staff by communicating Board member requests and inquiries; conveying SMUD information back to Board members; gathering and distributing to Board members reports and documents; assisting in scheduling special meetings between Board members and SMUD personnel in other related matters.
• Assists the Board in communicating with constituents, other community members, other public officials, and the media by assessing constituent/community/public official/media information requests; routing requests to appropriate recipients on the Board or within SMUD; assisting the Communications, Marketing & Community Relations departments in responding to requests; conveying information from the Board to the requestor, as appropriate; and coordinating meetings between Board members and constituents/community members/public officials/media.
• Assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.
• Performs other related duties as needed; schedules, hours and locations may fluctuate based on business needs.

Required Education

• Associate degree from an accredited vocational/technical/community college institution majoring in Business or Public Administration or related field, or equivalent experience.

Required Experience Qualifications

• At least three (3+) years of progressively responsible relevant supervisory work experience in a complex executive administrative support environment.

Knowledge Of

Safety policies, practices and procedures; standard operating procedures for modern office equipment including a computer and applicable software; English grammar, punctuation and vocabulary standards; fundamentals, methods and techniques for planning, organizing and overseeing work activities; methods and techniques for training staff; techniques and concepts related to team management; techniques for exercising significant guidance and authority; techniques and concepts related to teamwork; fundamentals, practices and procedures related to area of responsibility; fundamentals, practices and techniques of various analytical approaches, problem research and resolution; methods and techniques for report preparation and writing; methods and techniques for record keeping; fundamentals, procedures and practices related to time management; basic accounting fundamentals; legal requirements related to board administrators; concepts and systems related to area of responsibility; techniques and strategies for public speaking; basic budgeting techniques; modern office practices and procedures; methodologies of troubleshooting and problem resolution.

Skills To

Utilize a personal computer and/or computer terminal, systems and software relevant to the job; communicate effectively orally and in writing internally/externally; establish and maintain effective working relationships internally/externally; plan, oversee and review the work of others; coordinate the work of the function or unit with other SMUD entities; develop and implement new and revised policies and procedures to provide for the effective operation of the area of responsibility; monitor and manage projects; interact with others to influence, motivate and challenge; prepare statements and/or reports related to area of responsibility; prepare and implement safety plans, procedures and practices for unit; prepare performance plans and evaluations for staff; explain complex and/or controversial policies, regulations, procedures, and/or activities internally/externally; express ideas/facts clearly and concisely one-on-one or to groups, taking into account the audience and nature of information; appraise situations and people accurately and adopt an effective course of action; assess situations, documents and data for conformance to established policy and procedures; serve as a reference person for other employees; assist in overseeing an operation characterized by multiple tasks with short-term, firm deadlines and shifting priorities that require quick and decisive responses and direction to staff; interact with diplomacy and sensitivity with executive-level management and senior-level representatives of external entities.

Desirable Qualifications

• 10+ years' experience in administrative role(s) supporting board members, executives, or senior leaders.
• Highly skilled using and troubleshooting Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint.

Physical Requirements