Executive Support Specialist

Essential Functions: Perform complex office administrative support work of considerable variety that requires independent judgment. Prepare and process a variety of documents which are often confidential and maintain the information in a professional and trustworthy manner. Research, prioritize, and follow up on issues and concerns including those sensitive in nature. Prepare complex reports, letters, emails, and presentations for departmental specific material. Prepare and submit independent correspondence that may require the exercise of professional judgement regarding District policies, ordinances, and/or departmental rules and regulations. Screen visitors, mail, and telephone calls and take whatever action may be necessary to process them to completion. Schedule appointments, plan meetings, and events of varying types and sizes including logistics and materials needed. Make travel arrangements. Answer questions requiring knowledge of departmental activities, rules, and procedures. Assist in budget preparations for assigned department. Process, maintain, and reconcile accounting records of departmental appropriations and expenditures. Maintain department records and files as appropriate according to the Information Governance (IG) Policy. Serves as primary contact and administrative support for assigned department requiring advanced judgement and problem-solving skills. Make responsible recommendations and decisions on administrative problems within assigned department. Compile information that requires independent judgment and the ability to rearrange, expand, segregate, or tabulate. Involved in managing confidential and highly sensitive information. Support of departmental budget activities. Processing and payment of various department expenses. Assists with maintaining and updating department budgetary position control. Coordinate department hiring process. Update and maintain departmental internal and external websites. Serves as departmental administrative liaison for MSD Board Committees. Additional Responsibilities: Perform related work as required or as delegated by supervisor. May assign and distribute work to administrative support staff Training and Experience: Graduation from high school or equivalent required, AND six (6) years of administrative support experience. Associate Degree preferred. Must possess a valid driver's license issued by the state in which the employee resides. Desirable Knowledge, Skills, and Abilities: Thorough knowledge of office methods, practices, and equipment. Considerable knowledge of office management principles and practices. Considerable knowledge of District and department ordinances, rules and regulations. Considerable knowledge of Information Governance practices and processes. Considerable knowledge and proficiency in Microsoft Office software (must pass a keyboarding test at 50 net words per minute). Ability to work independently and carry out assignments to completion with limited guidance. Considerable skill in maintaining complex records and preparing reports. Considerable skill in establishing and maintaining effective working relationships with District officials, governmental officials, the public and others. Ability to possess strong organizational skills and multi-task while meeting deadlines. Ability to maintain excellent interpersonal skills and communicate tactfully and professionally. For general counsel, a working knowledge of legal terminology, procedures and legal ethics. Skill in providing directions to administrative support staff. SPECIAL REQUIREMENT: Pursuant to MSD's "Substance Abuse Policy and Procedures," this position has been designated as non-safety sensitive and candidate must pass a Non-D.O.T. Drug Test for this position. Employees occupying this position are not subject to Federal (D.O.T.) Drug and Alcohol Testing Regulations. Employees of MSD must have Meets Expectations" on their current performance review.