Executive Support Associate (7B.23)

Company: American States Water
Location: Santa Ana
Posted on: May 27, 2023

Job Description:

THIS POSITION REQUIRES RESIDENCY IN OUR SERVICE AREA
POSITION DEFINITION:
The Associate provides administrative support for the President, Board of Directors, and Managers of Bear Valley Electric Service, Inc., to include, taking minutes, preparing correspondence, planning and scheduling meetings and appointments, receiving visitors, arranging conference calls, organizing and maintaining paper and electronic files, managing calendars, organizing travel arrangements, and disseminating information by using the telephone, mail services, websites, and e-mail. The Associate routinely handles sensitive information requests.
JOB SUMMARY
Under general supervision, the Associate performs a variety of complex duties often of a sensitive and confidential nature in support of routine administrative activities . These include, but are not limited to, processing expense reports, time-sheets, preparing budgetary and other general business related reports and/or presentations, maintaining databases, mailing lists, and other filing systems. Strong computer, writing, and communication skills are essential for the Associate, including knowledge of software applications, such as desktop publishing, project management, spreadsheets, and database management.
The Associate interfaces with various internal departments and must work exceptionally well with employees of all levels. The incumbent in this position is responsible for embracing and utilizing available technology as communication and data gathering tools in performing routine and complex administrative duties for the Leadership team.
BUSINESS ACUMEN SKILLS AND COMPETENCIES:
--- Provides administrative support to the President and Managers, as requested
--- Provides administrative support to the Board of Directors as assigned by the President or Assistant Corporate Secretary
--- Opens, sorts, and screens mail and other communication
--- Answers the telephone, screens calls, relays messages and greet s office visitors. Performs reception/safety duties including visitors check in, and directs individuals to appropriate staff
--- Compiles and organizes information relating to complex reports and special projects; uses a variety of sources; researches confidential files to obtain information necessary for the respective reports
--- Uses various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format information and data for reports
--- Maintains and coordinates office schedules to ensure arrangements are made for various meetings, workshops and activities
--- Makes travel and accommodation arrangements as needed
--- Prepares agendas, reports and minutes for various meetings
--- Coordinates special projects and events, office activities, and committee meetings
--- Receives, processes, and/or maintains various confidential records, files requiring classification and compilation of varied information (e.g..: department files, confidential files, budgets, reports, and personnel files, including sick and vacation records)
--- Coordinates office supply orders, equipment, and/or inventories; may receive merchandise and verify orders against purchase orders
--- Operates office equipment such as photocopier, fax machine, and calculator; coordinates the servicing of equipment
--- Tracks IBEW Union uniform inventory, losses, replacements, repairs, orders and ongoing issues. Prepares and/or tracks various items including IBEW Union boot/clothing reimbursements, employee reimbursements, check requests, and address book requests
--- Maintains and updates the IBEW Evergreen overtime list. Assists in periodic IBEW-BVES, Inc. meetings
--- Proofs, tracks, and distributes compliance reports and correspondence for BVPP
--- Completes Purchase Card Reports for designated staff
--- Reviews Joint Pole Association (JPA) invoices and track funds received
--- Tracks and maintains Business Emergency Contingency Plan (BECP), CUPA permits, Policies and Procedures, training sign in sheets, weekly inspection sheets, and other reports as needed
--- Processes damage claims including damages to BVES, Inc. facilities (Car-Hit-Pole) and damage claims from customers
--- Performs other duties as assigned
Technical Knowledge and Experience:
--- Skilled at setting priorities and the ability to work independently and resourcefully against deadlines
--- Successful in a fast-paced environment
--- Must have excellent interpersonal communication skills. Demonstrated ability to protect confidential information and maintain positive working relationships with diverse employee groups and external customers
--- Strong computer skills in Microsoft Word, Excel, PowerPoint, and Outlook including calendar software
--- Proficient with computerized office equipment, including demonstrated knowledge of word processing, graphics, and spreadsheet applications
--- Knowledge, skill, and experience in composing, editing, and preparing correspondence addressing complex issues
--- Detailed oriented with strong organizational skills
MINIMUM QUALIFICATIONS
Education and Required Experience :
--- Associate Degree and three years related administrative experience OR High School Diploma, or equivalent, with five years' administrative experience; two years of experience working with mid-and upper level management preferred
May include but not limited to standing, climbing, walking, lifting, bending, pulling and/or pushing, grasping, reaching, stooping and crouching, sitting, typing, walking, reading, writing, color determination, speaking and listening for extended periods of time.
NOTE: Reasonable accommodations will be made to enable individuals with special needs to perform the essential functions.
The responsibilities of this position will involve access to information that may be considered confidential, private and sensitive. Therefore, the individual filling this position will be required to both allow and pass a background check.

Keywords: American States Water, Santa Ana , Executive Support Associate (7B.23), Other , Santa Ana, California