Executive Assistant to the Managing Director & Secretary to GCRC Board of Commissioners

Genesee County Road Commission • Flint, MI • 1d ago

Under the direction of the Managing Director, provides secretarial assistance, which is confidential in nature. Serves as clerical administrator and coordinator for the Administrative Division to include the Deputy Managing Director. Also, maintains supportive tasks for the scheduling conferences, general meetings, freedom of information requests, county road commission insurance claims, and hotel/ travel accommodations. Processes routine matters that do not require professional review. Requires full competency as the administrative personnel. Completes technical, legal and administrative assignments with the highest degree of accuracy and confidentiality.

TYPICAL DUTIES:

May receive assignments from the Managing Director or Deputy Managing Director and in turn establish priorities. Maintains the Managing Director calendar.

Takes Committee minutes and notes as required.

Responsible for meeting preparation:

a) Schedules

b) Arranges for facilities

c) Send proper notifications

d) Prepares supportive data for distribution

e) Confirm cancellations.

Responsible for the administrative of a wide range of materials with emphasis on correct legal details. Absolute accuracy is essential.

Initiate actions within the division without specific instructions to facilitate the flow of division activities.

Responsible for all clerical activities in the Division:

a) Types internal and external correspondence as assigned.

b) Composes and answers correspondence that does not require the Managing Director's attention.

c) Maintains departmental files.

Purchases equipment and supplies for the department.

Performs a variety of complex clerical tasks requiring proficient typing and word processing skills and knowledge which is unique to the office.

Greets visitors and receives telephone calls, identifying concerns and screening such calls. Answers inquire in the secretary's judgment do not require the Managing Director attention. Whenever possible, provides limited policy interpretation.

Regularly uses office equipment such as copy machine, facsimile machine, personal computers, adding machines and postage meter.

Takes reports of damage from citizens. Inform them of the procedure, mail them a claim form. Alerts Maintenance or Engineering Divisions of road problems so repairs can be made.

Process all Freedom of Information Act (FOIA) requests Genesee County Road Commission.

Handles processing of legal correspondence (Notices of Injury -- Summons and Complaints) to Insurance Company.

Assist the Managing Director with preparing the agenda for Board Meetings.

Assist the GCRC Board of Commissioners with duties and responsibilities.

A bachelor's degree in business administration, public administration, or a related field is preferred, but candidates without a bachelor's degree may be eligible for the position based on the candidate's relevant work experience. Proven experience as a secretary, administrative assistant, or similar role, preferably supporting executive-level management or a Board of Directors. Excellent verbal and written communication skills, including proficiency in drafting professional correspondence and meeting minutes. High level of discretion and confidentiality in handling sensitive information. Valid Michigan Driver's License.

Job Type: Full-time

Pay: $28.39 per hour

Benefits:

Dental insurance

Employee assistance program

Health insurance

Health savings account

Life insurance

Paid time off

Retirement plan

Tuition reimbursement

Vision insurance

Schedule:

8 hour shift

People with a criminal record are encouraged to apply

Work Location: In person

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