Website Northern California Power Agency (NCPA)
The Executive Assistant will provide highly responsible and complex administrative support for the General Manager by managing and directing operations of the General Manager’s office; provides a wide variety of complex confidential executive assistance for the General Manager; demonstrates a high degree of diplomacy and discretion; serves as the Assistant Secretary to the Commission, the Central Valley Project Corporation, the Northern California Municipal Power Corporation No. 2, and the Northern California Municipal Power Corporation No. 3; and assists in planning and coordinating Agency related events.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This position requires that the incumbent reports for work on time and maintains satisfactory attendance in accordance with Agency policy; Ensures work responsibilities are covered when absent; Arrives to meetings and appointments on time; Performs special assignments for the General Manager, the NCPA Commission and others as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Works closely with the General Manager to maintain their calendar by planning and scheduling meetings, conferences, and travel arrangements; prepares reports, correspondence, and presentations.
Prepares, reviews, and manages the General Manager’s budget.
Coordinates activities and communication among the General Manager, Assistant General Managers, staff, Commission, Utility Directors, Member officials, and their staff.
Initiates and maintains confidential and administrative files, mailing lists, agreements or contracts; opens, screens/prioritizes, routes and may draft responses to mail and email
Plans and organizes meetings, offsite workshops, and large events; maintains and publishes the annual Committee Meeting Calendar and manages the production of the Agency Roster.
Serves as the Assistant Secretary to the Commission responsible for preparation and publication of the Commission agenda, as well as recording official proceedings; directs the publication, filing, indexing, and safekeeping of all proceedings of the Commission and the Executive Committee, and provides staff assistance to the Commission.
Prepares supporting folders and briefing binders for the General Manager to utilize for committees, Board meetings, and scheduled meetings. Conducts Conflict of Interest Statement of Economic Interest filing for NCPA staff, consultants, and members; files required Statement of Information on behalf of the Corporations and Agency; ensures Commission and other committee meetings are conducted in compliance with the Ralph M. Brown Act, Open Meetings for Local Legislative Bodies, Ethics and Parliamentary Procedures, Commission orientation.
Provides administrative support to the Utility Directors monthly meetings and three corporations’ periodic board/member meetings including scheduling the meetings and conference calls, preparing and publishing meeting notices and minutes, or responding to information requests; plans and organizes the annual two-day Utility Directors retreat including selection of hotel, food and beverage, developing registration materials, reviewing, and paying the invoices.
Serves at the Agency’s Custodian of Records, i.e. contract files, ensuring security and confidentiality when necessary, and directs the research, coordination, and compilation of records in response to public inquiries, and works directly with Agency General Counsel.
Supervises and provides work assignments for the Agency receptionist(s). Provides leadership/guidance and fosters goodwill and harmony amongst the Administrative Assistants Team, including hosting quarterly team meetings; occasionally provides backup for Administrative Assistants as required.
Education and/or Experience
High School degree or equivalent plus a certification from an administrative assistant training program; or an AA/BS degree from an accredited college with major coursework in public administration, business administration or a related field; or some combination of this education and experience.
A minimum of ten years of increasingly responsible administrative support experience, including three years of complex administrative support for a Senior Manager or Executive level manager. Prior supervisory experience highly desirable.
KNOWLEDGE AND ABILITIES
Pertinent state and federal laws, rules, and regulations, including the California Public Records Act, the California Ralph M. Brown Act, Regulations of the California Secretary of State Business Programs, and the Regulations of the California Fair Political Practices Commission.
Principles and practices of organization, administration, budget preparation, personnel management, and supervision as it pertains to the analysis and evaluation of programs, policies, and operational needs.
Plan, direct and control the administration and operations of the General Manager’s office; attend evening, off-site, and/or special meetings of the Agency and the Commission as required; Develop, interpret, and implement Agency policies and procedures; attest and oversee all Agency final contracts and resolutions; successfully develop, control and administer department budget and expenditures; supervise, train, and evaluate assigned personnel; Gain cooperation through discussion and persuasion; communicate clearly and concisely, both orally and in writing; maintain strict confidentiality; exercise good judgment and a high degree of professionalism when acting as a liaison to staff, members, other agencies or officials; Adapt to changes in the work environment; manage competing demands; change approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events; analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Valid California Driver’s License and insurance, as occasional travel may be required.
While performing the duties of this job, the employee is regularly required to sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, and write or use a keyboard to communicate through written means; use modern office technology including automated records and document management systems, word processing, database, and spreadsheet applications; observe safety and security procedures; report potentially unsafe conditions; use equipment and materials properly; and lift or carry weight of 20 pounds or less.
This job has supervisory responsibilities.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
All employees are responsible for contributing to an inclusive, safe, and secure work environment that values diverse cultures, perspectives, and experiences and is free from discrimination.
To apply for this job please visit workforcenow.adp.com.