Executive Assistant - Finance

Executive Assistant - Finance

This is an advanced secretarial position responsible to an Executive Manager. Work assignments of a broad nature are performed under minimal supervision with the ability to exercise independent judgment and make decisions. Accuracy and attention to detail are critical in this position due to the visibility of the involved departments.

1. Responsible for word processing of general correspondence and other documents, often from rough drafts, outlines, or dictation. Types : forms, labels, board items, reports, etc.

2. Drafts correspondence with any necessary back-up material. Assigning and maintaining appropriate file numbers for records retention. Maintains up-to-date files and records for the Executive Manager on such topics as general correspondence, vendor information, and department activity.

3. May perform coding and matching of invoices for vendor check processing and reconcile any vendor invoices or billings specific to the department. May deal directly with vendors on occasion.

4. Coordinates meetings to include scheduling, organizing materials, reserving meeting rooms, and coordinating amenities. Such meetings require contact with Board Members, other TRA offices, TRA customers, engineering and consulting firms, etc.

5. Conducts research on budgets, payables, and / or other projects as assigned, and provides reports on research.

6. Distributes incoming mail and prepares outgoing correspondence and packages.

7. Responsible for establishing priorities and maintaining confidentiality of correspondence and / or staff business.

8. Assists Executive Manager in making logistical and travel arrangements.

9. Performs department-specific duties as assigned, such as :

a. Assists the Secretary to the Board of Directors in preparing and sending out required notices, and supplies Board members with committee and board packets.

b. Prepare Committee Board Packet materials at the direction of the Executive Manager and complete a variety of tasks after Board meetings.

c. Perform some paralegal duties such as maintaining the legal library, procuring needed documents from law libraries, universities, governmental bodies, etc., and possessing knowledge of the Uniform System of Citation and the Texas Rules of Form.

d. Process the Authority's legal bills for review by the General Counsel and maintain records of cost on a case-by-case basis.

10. May perform other administrative support functions as assigned by the Executive Manager.

WORK LEADERSHIP RESPONSIBILITIES This position does not regularly provide work leadership or full personnel management to any employees.

FINANCIAL RESPONSIBILITY May prepare expense statements for managers. Monitors, tracks, and prepares budget projections for the Executive Manager. Prepares invoice coding and matching of payables for check processing. May order supplies and maintain petty cash for department group(s).

QUALIFICATIONS EDUCATION High school diploma or GED. Special training in secretarial and clerical skills preferred. EXPERIENCE More than five years of progressively responsible and varied secretarial experience. One year of college may be substituted for two years of experience at the discretion of the Executive Manager.

CERTIFICATES, LICENSES, REGISTRATIONS Valid Texas driver's license.

KNOWLEDGE Knowledge of Microsoft Office applications such as Word, Excel, PowerPoint, etc.

SKILLS AND ABILITIES Must type 80 wpm. Performs job with a minimum of instruction and has some decision-making responsibility. Ability to apply general instructions to specific situations. Excellent grammar skills are essential. Position requires independent judgment, a high degree of concentration, and the ability to carry out oral instructions. Individuals must be able to communicate effectively with others.

GUIDANCE RECEIVED Receives periodic supervision and uses guidelines / range of procedures. Follows periodic direct instructions and guidelines, uses policies and procedures that require some interpretation. Problems that cannot be addressed through an existing guideline, policy, or procedure are referred to a supervisor or a more senior position. Incumbent must exercise judgment about whether to escalate issues.

WORKING CONDITIONS Duties are almost always carried out in an office environment. May occasionally travel to project locations.

TOOLS AND EQUIPMENT USED Office machines include computers, various printers, a typewriter, scanners, a calculator, copiers, and a facsimile machine.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.