Performs professional assistance work in support of a District Engineer or Division Director. Reports directly to a District Engineer or Division Director. Work requires extensive contact with middle and high-level managers, executives, officials and private entities. May serve as a lead worker. Employees at this level are virtually self supervising and assume direct accountability for the work product. Division/District limited to one Executive Assistant in total.Essential Duties:DE Executive Assistant I:Answers the telephone, evaluates requests, answers questions, routes messages, and/or serves as receptionist or front desk assistant.Anticipates and prepares information for meetings, makes travel arrangements, completes travel expenses accounts/vouchers.Collects information from the files for routine inquiries, refers non-routine requests to supervisor or appropriate staff.Greets and assists visitors.In executive's absence, ensures requests for action or information are relayed to the appropriate staff members, interprets requests and helps resolve problems or implement action.Maintains executive's appointment calendar, schedules/coordinates meetings and appointments, schedules/sets appointments for performance evaluations, arranges for directors to represent the Department at annual conferences.Makes recommendations for easier or more efficient office procedures, assists in time management planning, gives advice regarding office protocol.Reviews materials prepared for the executive's signature for accuracy, format and grammar.Routes items and assigns due dates for their response, maintains suspense log, tracks progress of activities and coordinates work to meet due dates.Serves as liaison between executive's office, other departmental personnel and the public.Performs other job responsibilities as assigned.DE Executive Assistant II include all the above and:Oversees the scheduling of phone coverage by administrative staff during holidays.Coordinates and prepares information to respond to legislators, the press, consultants, and the public regarding operations of the Department.Checks on the status of district/division/office projects and writes brief summary reports.Instructs employees on personnel and clerical policies and procedures.Researches and interprets previous policies and procedures and compiles information on historical precedents and actions taken to aide in making decisions on current problems.Performs other job responsibilities as assigned.
