Executive Assistant - RPU

Executive Assistant - RPU

Assistant to the General Manager

www.rpu.org

RPU, a division of the City of Rochester, MN, is the largest municipal utility in the State of Minnesota.  RPU serves over 57,000 electric customers and 41,000 water customers in a 60 square mile service area and has revenues nearing $161 million annually.

Vision- "We Will Set the Standard for Service"

Our vision is based on six core values which are Safety, Integrity, Service, Stewardship, Accountability, and Skill.

Nature of Work

This position provides confidential, executive-level assistance and is the point of contact between the assigned department and other areas/departments and the public.   Responsibilities include providing support services of varying depth while facilitating the efficient operation of the assigned office. The Executive Assistant performs general office functions, makes travel and meeting arrangements, prepares reports, works with financial data and acts as the first point of contact for the office.

2024 Starting wage is $30.45 per hour.

Application review will begin on April 8, 2024.

The posting will remain open until the position is filled.

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together.  

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment.

• Provide RPU executive support

• Provide primary and critical support for the efficient and effective operations of the RPU General Manager and Executive Team.

• As principal point of contact, effectively engage with a wide array of contacts (both internally and externally) to support the General Manager's time management, relationship building, and to ensure issues are resolved independently, appropriately prioritized or delegated to others.

• Act as the board secretary of the Rochester Public Utility Board.  Develop and publish agendas, coordinate meetings, prepare minutes and ensure the proper handling and retention of all board-related documents.

• Maintain thorough working knowledge and understanding of the statutes, laws, ordinances, and regulations governing the Rochester Public Utility.

• Coordinate the business travel for executive leadership, board members and related officials, in accordance with defined policies and procedures.

• Plan meetings for GM and leadership, agenda development, schedule coordination of participants, prepare notes and assume responsibility for completion of assigned action items.

• Prepare and coordinate professional presentation materials for all-employee meetings, monthly management meetings, Utility Board meetings, and related activities. Create effective visual aids (power point, tables, graphs, charts, etc.)  which best support the presentation.

• Plan and coordinate annual events, employee recognition, and other miscellaneous organizational activities.

• Provide general administrative assistance

• Manage department records and files.

• Compare calendars to plan and schedule meetings and events and office activities.

• Serve as the Department point of contact for internal and external customers.

• Respond to requests and inquiries according to established policy including routing messages and calls as appropriate

• Prepare, proofread and file documents.

• Update, maintain, and retrieve information in departmental systems, databases, and website.

• Act as secretary for assigned boards and commissions

• Prepare agendas, documents, correspondence, and meeting information.

• Take and distribute official meeting minutes.

• Prepare Requests for Council Action and communicate action taken by Council to appropriate personnel.

• Miscellaneous

• Assist in preparing and monitoring office budget.

• Maintain inventory of office supplies and equipment.

• Troubleshoot office equipment, printers, computers, fax machines and copiers and schedule needed maintenance.

Perform other duties as assigned or necessary.

Education and Experience

An Associate's degree from an accredited program in business, accounting, communication, administrative support or closely related field AND a minimum of three (3) years of full-time employment experience providing executive administrative support in a relevant setting.

Desirable Qualifications

Education and Experience

A Bachelor's degree in records, communication, business, human resources or closely related field from an accredited four-year college or university.

Formal training in office practices.

POSITION COMPETENCIES

Customer Focus: Building strong customer relationships and delivering customer-centric solutions.

Interpersonal Savvy: Relating openly and comfortably with diverse groups of people.

Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.

Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.

Tech Savvy: Anticipating and adopting innovations in business-building digital and technology applications.

Ensures Accountability: Holding self and others accountable to meet commitments.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: grammar, spelling, punctuation and sentence structure; the use of technology for communication purposes; business software applications; modern office practices and procedures; data practices, open meeting laws and records retention.

Skill in: meeting deadlines in a fast-paced environment; exercising initiative, good judgment and sound decision making within the scope of assigned authority; maintaining cooperative working relationships; the use of computers and applicable software; communicating with customers both in-person and via telephone; providing excellent customer service.

Ability to: work cooperatively with other staff to achieve goals of department; manage multiple priorities; plan effectively and follow up to ensure successful results; operate various office equipment; maintain confidentiality; foster and inspire teamwork; develop and implement improvements in office procedures; work with a minimum of direction and supervision; handle confidential and sensitive information; exercise discretion in the referral of telephone calls and written information to top management; communicate with all levels of staff under varying conditions, both individually and as a team member; work effectively with all levels of internal management and staff, as well as outside clients and vendors.

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and  standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: sitting, fine dexterity

Frequent demands: walking, standing,carrying

Occasional demands: pushing/pulling, kneeling, crouching, reaching, handling, lifting

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, and touch

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)