Job description

This is your chance to work for a well-respected utility company AND reap the benefits of working for a great municipality. Benefits include a pension plan, health and dental insurance, education assistance, vacation, sick, personal time and 14 paid holidays!

EXECUTIVE ADMINISTRATOR TO DIRECTOR OF UTILITIES

Executive Administrative Support

· Liaison between the Director’s Office, Utilities Divisions and City Departments to ensure proper communication and compliance with the City Charter, policies and procedures.

· Prepares resolutions and ordinances for Department of Utilities’ items for submittal to the Committee of the Whole and Mayor and Council meetings.

· Plans and coordinates monthly Utilities Commission meetings, develops agendas, reports, presentations, meeting minutes, and maintains permanent minute books.

· Disseminates information as required to various City Boards and Commissions.

· Ensures Utilities policies are updated and approved by Utilities Commission as needed.

· Processes weekly payroll for various Department of Utilities divisions.

· Receives and screens communications for the Director of Utilities, including telephone calls and electronic mail messages, and provides assistance using independent judgement to determine those requiring priority attention. Channels and facilitates communication from General Managers, Managers and staff.

· Maintains Director of Utilities and Management calendars.

· Coordinates and schedules meetings, transcribes minutes and disseminates the information to the staff as needed.

· Registers the Director of Utilities, Utilities Commissioners and staff to attend conferences, seminars, and chamber functions and schedules hotel and travel arrangements as required.

· Acts as a representative of the Department of Utilities at events which include the general public, businesses, Chambers of Commerce, Commission/Council members and other agencies at the request of the Director of Utilities.

· Maintains and updates the Administrative Support Office Manual on a yearly basis or as necessary.

· Responds to constituent requests for information or assistance with problem resolution.

Records Management

· Oversees document management and records retention of correspondence, project files and legal files for the Department of Utilities and Pollution Abatement Facility in compliance with all Federal and State requirements.

· Plans the central records management program for the Department of Utilities.

· Provides training to all staff on appropriate records management standards and methods.

· Prepares user procedure manuals and documentation on records systems and prepares disaster recovery procedures for records.

· Develops and updates a retention schedule for records and a manual of operating procedures for records and a manual of operating procedures for retention, storage and destruction, as well as associated management forms.

· Ensures retention and disposal schedules meet administrative, legal, and financial requirements.

· Ensures compliance with CT State Library’s retention schedule for public records. Secures approval from the Office of the State Librarian for disposal of public records.

· Documents Engineering records for future access and/or retrieval.

· Manages off-site warehouse storage of records and serves as a resource specialist and offers consultation to include retention, disposal and retrieval of these records.

· Plans and operates a central file system for use by multiple users which includes automated indexing and tracking systems for inactive and active storage and retrieval of files.

· Confers with clerical and supervisory personnel to gather information for improvements and to detect records management problems.

Procurement/Fiduciary Responsibility

· Ensures that Utilities purchasing policy is updated and approved by Utilities Commission as business conditions warrant.

· Coordinates and ensures departmental compliance with approved purchasing policies and procedures.

· Monitors the Director’s Office budget and provides departmental procurement reports as needed.

· Obtains required purchasing approval and generates purchases orders as needed.

· Purchases office supplies, furniture and equipment.

Paralegal Support

Liaison between the Director’s Office and attorneys, providing paralegal support (document drafting, review and incorporation of council recommendations) of various contracts, interconnection agreements and other legal matters.

Supervisory

• Interviews, hires and trains employees; supervises, plans, assigns and directs work; conducts performance appraisals; provides counsel to employees on technical and human relations problems; rewards and disciplines employees; ensures employees are properly trained in financial techniques, practices, safety and internal and external customer service relationships.

• Fosters and maintains a very proactive environment to ensure all employees promote a positive Groton Utilities public image.

• Must adhere to and perform work in accordance with applicable Federal and State safety regulations as well as Groton Utilities Safety Manual and maintains conformance with regulatory and permit requirements.

Qualifications

Minimum of an Associate Degree in business administration from an accredited college/university and/or a combination of some college credit and (10) years in an advanced administrative role. Bachelor Degree preferred.

Five (5) years of experience in an Executive Administrative role.

Paralegal/legal experience preferred.

Must possess a State of Connecticut Notary Public or be able to obtain a Notary commission within six (6) months.

Extremely organized with attention to detail.

Must maintain confidentiality and integrity.

Punctual, regular and consistent attendance is required.

Ability to remain calm during stressful situations.

Ability to handle multiple tasks and ensure deadlines are met with accuracy.

Must be proficient in Microsoft Office applications such as Word, Excel, Outlook, PowerPoint and SharePoint.

Proficient in spelling, vocabulary, grammar and proofreading own work.

Communicates effectively with individuals to exchange or convey information.

Able to read, analyze and interpret common scientific and technical journals, financial reports and legal documents.

Able to respond to inquiries/complaints from the general public to include employees, customers, members of the business community or other governmental agencies.

Ability to define problems, collect data and draw valid conclusions.

Incident response is an integral part of every employee’s role. As such, you will be assigned to an emergency response role for any activation of the Incident Response Plan. This may include being called to assist during a City or Utilities emergency and being assigned to perform tasks outside your normal responsibilities, hours of work, or work location.

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Groton, CT: Reliably commute or planning to relocate before starting work (Required)

Education:

• Associate (Preferred)

Experience:

• Microsoft Excel: 5 years (Preferred)
• Executive level administration: 10 years (Preferred)
• Supervisory: 5 years (Preferred)
• Paralegal: 5 years (Preferred)
• Records Management: 3 years (Preferred)
• Visio: 5 years (Preferred)

License/Certification:

• Certified Notary Public (Preferred)

Work Location: One location

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