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Posted: July 08 2016
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NCTD 4 reviews - Oceanside, CA
ResponsibilitiesExamples of Duties:
Duties may include, but are not limited to the following:
Provides high-quality administrative, clerical, and professional support to Executive Director/CEO, General Counsel, Division Chiefs, and department managers, with constant focus on exceptional work product and a service-focused attitude.
Prepares memos, letters, reports, presentations, and other documents, including confidential correspondence. Serves as highly accomplished resource by proofreading documents for proper grammar, punctuation, spelling, formatting, re-formatting, and recommending related improvements to written communications.
Reads and analyzes incoming memos, submissions, letters, documents, etc., to determine their significance, plan their distribution, and route accordingly for action and/or response. Tracks, monitors, and follows up with recipients as needed to confirm action, response, or resolution as indicated.
Screens and forwards phone calls, resolving any issues before routing to recipient. Coordinate through Manager of Administration and other Administration staff to ensure appropriate phone coverage.
Manages Outlook calendar for senior executives, including scheduling meetings, phone calls, conferences, as well as notification of imminent appointments/meetings and or arrival of meeting participants. Proactively ensures the maximization of available time while maintaining awareness of long-term commitments; prioritize obligations around changing deadlines.
Coordinates logistics for meeting room reservations and set up, including identification and coordination of technical needs and any other resources or amenities.
Maintain file system, including hard copy and electronic files in accordance with District policies and procedures on document control.
Manages travel arrangements for managers and staff, including follow up and communication of any flight, hotel, or other related itinerary changes to traveler. May assist with completion submission and reimbursement of all travel and other business related expenses in accordance with NCTD policy/procedure.
Performs routine clerical tasks such as photocopying, scanning, mailing, printing, filing running errands, ordering lunches/meals, etc., Orders, maintains, and issues office supplies and equipment.
Staffs the Reception Desk and answers the primary phone for GAO office location. Receives and greets all visitors in a friendly, courteous and alert manner. Provides general information and assistance to staff and the public.
Prepares outgoing mail, including packaging, stuffing, labeling, weighing, metering, and distribution of large mail-outs; arranges for express mail services, and delivers outgoing mail to U.S. post office.
Receive, open, review, sort, and distribute incoming NCTD mail. Make interoffice deliveries throughout NCTD, and to offsite facilities utilizing an NCTD vehicle.
May have oversight responsibility of a District credit card used for District
Associate's degree in related field required, Bachelor's preferred.
Minimum three years prior directly relevant experience performing high-level administrative support.
Minimum typing speed of 55 WPM
Bilingual in English/Spanish a plus.
A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.
Possession of and the ability to maintain a California driver's license, Class C, and a satisfactory driving record for the last five years.
Must exhibit a friendly, professional and customer-service oriented demeanor at all times.
Exceptional relationship-building skills to deal effectively with individuals at all levels of responsibility and authority.
Highly confidential and able to handle difficult situations with diplomacy and tact.
Ability to work effectively under pressure, multi-task, and organize work flow so as to deliver high-quality products within established deadlines.
Flexible, "can-do" attitude with a willingness to perform even the most basic tasks. Applies personal attention to detail and takes pride in "going the extra mile" to achieve success.
Exceptional written and oral communication skills, including knowledge of the structure and content of the English language such as the meaning and spelling of words, rules of composition and grammar. Superior writing and proof-reading skills.
Demonstrated above-average proficiency in computer software programs, particularly the Microsoft Office Suite. Experience with Enterprise Resource Planning (ERP) systems, such as JDEdwards plus.