General Function and Scope of Responsibility
This senior member of the Administrative Services Group provides oversight for the team. The incumbent provides services that promote communication within the organization and facilitates the efficient operation of the office. The main components of the position are: manages all Sunshine Law requests and is the Custodian of Records, Board meeting support, administrative assistant for the President and CEO, supports MPUA member communications, oversight for member databases to keep current, accounting reporting support, ensures those contacting MPUA are promptly acknowledged during office hours by directing administrative staff schedules, and maintaining office equipment maintenance, purchasing, and service contracts. administrative support to the boards of directors, President & CEO, and MPUA staff and its associated organizations. The incumbent provides services that promote communication within the organization and facilitate the efficient operation of the office. Reports to the Chief Member Services Officer.
Examples of Work Performed
1. Custodian of Records - Manage all sunshine requests for MPUA according to the standards of the State of Missouri laws. Oversee the document retention and destruction policies to ensure MPUA staff are regularly implementing. Assists the legal team’s efforts in gathering records. Keeps up to date on sunshine law practices to meet current requirements. Ensures the Document Retention & Destruction policy is followed and direct Administrative Assistants in supporting these projects.
2. Board & Committee Meetings - Create and manage scheduled outreach for board and committee meetings, publicly post meetings, coordinate MPUA staff deliverables for board/committee reports, verify quorums, and oversee meeting minutes development. Working knowledge of Robert’s Rules of Order for meetings.
3. Office and Administrative Oversight - Directs and coordinates work of Administrative Assistants and Receptionist to ensure that the phones and doors are answered during normal office hours.
Other office supervision duties include, but are not limited to, maintaining office equipment, managing service contracts, MPUA vehicle maintenance and licensing, and oversight of company rental car agreement.
4. Provides administrative support for the MPUA President and CEO.
5. Member communication support - update annual member directory, oversee biennial water/wastewater/electric rate database project and reporting, website editing, bulk mailing, potential and new member outreach, maintains current member database.
6. Ability to track numerous projects, conduct research, and meet deadlines.
7. Availability to work consistently with regular attendance.
8. Other duties as assigned.
Required Knowledge, Competencies, And Abilities for Classification
1. High school diploma or G.E.D.
2. Understanding of office operations and administrative functions obtained through a minimum of 5 years progressive experience in related positions.
3. Successful track record of managing people and projects.
4. Intermediate computer skills including word processing, spreadsheet, database, desktop publishing, and presentation software.
5. Basic understanding of the operation and maintenance of standard office equipment (copier, fax, printers, postage meter, etc.).
6. Ability to communicate clearly and effectively both through writing and verbally to members and co-workers.
7. Basic analytical and mathematical skills. General knowledge of GASB accounting procedures a plus.
8. Ability to organize and prioritize multiple tasks simultaneously.
9. Valid Missouri Notary Public.
10. Previous experience with municipal utilities, local government, or public meeting processes a plus.
11. Ability to professionally handle confidential matters.
Physical Requirements
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 20 pounds individually, or up to 75 pounds with assistance. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must be able to have repetitive wrist, hand, and/or finger movement to operate keyboard. Must have finger dexterity and hand-eye coordination to work on computer, telephone, and related office equipment.
The characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is usually not exposed to weather conditions. The noise level in the work environment is minimal (typical office). It generally does not require hearing protection. Must be able to communicate in English. Verbally fluent. Writing skills capable of preparing reports and documenting issues.
Job Type: Full-time
Pay: $61,328.00 - $91,992.00 per year
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Paid training
- Retirement plan
- Vision insurance
Physical setting:
Schedule:
Work Location: In person