The Distribution Planning & Operations (DP&O) department is seeking a highly skilled and experienced Senior Management Administrative Assistant to support the DP&O Director and leadership team and ensure seamless operation of the DP&O department. This role requires a proactive and detail-oriented professional with a strong background in managing complex schedules, coordinating high-level meetings, and providing exceptional organizational support. The ideal candidate will be an excellent communicator with excellent written and verbal communication, collaborative, customer focused, highly organized, proactive, adept at multitasking, and able to thrive in a fast-paced, dynamic environment while maintaining a high level of professionalism and discretion when handling confidential information.
Purpose
Reporting directly to senior management, provides administrative and analytical support, conducts scheduling duties, serves as a liaison to the director, and oversees special projects related to the activities and operations of an assigned department; all with a high level of professionalism and in a manner that reflects positively on the organization.
Nature and Scope
This is an advanced journey level administrative support classification. Employees in this role work independently within a broad framework of policies and procedures. This job requires extensive staff, public, and organization contact requiring a high degree of tact, diplomacy, confidentiality, and independent judgment.
Duties and Responsibilities
- Provides administrative, analytical, and technical support to assigned department/director. Researches, drafts, and prepares various written materials including correspondence, memoranda, draft and final versions of departmental directives or procedures, and reports.
- Prepares and maintains calendars, including the scheduling of appointments and meetings; coordinates meeting room and material set-up, including audio-visual and catering requirements; negotiates contracts for outside facilities.
- Enhances department efficiency through consistently informing management of changes to SMUD policies, regulations and programs; prepares and ensures accuracy of departmental administrative and analytical information in report and/or presentation format to ensure the information is accurate and appropriate for the intended audience.
- Provides support in budget preparation and administration to ensure the department operates within budget and complies with SMUD policies, procedures and quality standards.
- Works with other department staff in developing and forecasting unit requirements for services; arranges and coordinators delivery of services; monitors service level agreements; serves as departmental representative to support unit projects; explains complicated or unusual issues to management.
- Coordinates and participates in the timely completion of analytical and administrative tasks and activities to ensure efficient department organization and function and responsiveness to SMUD and external policies, regulations and requests for information.
- Supports the overall achievement and completion of department projects; assists in planning, reviewing and conducting work activities and researching required project information associated with department internal/external projects in accordance with established task objectives and schedule as outlined in the project plan/contract.
- Assists the department director in preparing and administering department action plans, business plans, short- and long-term goal statements, correspondences, reports, and performance targets and metrics.
- Performs other related duties as needed to include working outside of typical business hours when necessary.
Required Education
- High School diploma or equivalent
Required Experience Qualifications
One or more (1+) years of experience in an administrative position performing complex administrative work, including interpreting and communicating rules and regulations, report writing, and research and analysis in a collaborative team environment. Bachelor's degree in business administration, communication or related field may substitute for one year of experience.
Knowledge Of
- Fundamentals and practices of administrative and/or technical functions to which assigned, and of intermediate analytical research and project coordination.
- Modern office equipment, methods, procedures, and computer hardware and software.
- Techniques and fundamentals of effective interpersonal communication.
- Fundamentals and methods of business letter and report writing.
- General functions and objectives of municipal government.
- Research methods and techniques.
- Computer software, including word processing, data base, spreadsheet and accounting applications.
Skills To
- Handle confidential information appropriately, identify sensitive issues and exercise diplomacy and tact.
- Collaborate and communicate effectively, tactfully and clearly in writing and verbally.
- Perform a wide range of highly responsible and complex administrative support functions with speed and accuracy.
- Conduct detailed and thorough research utilizing a variety resources.
- Interpret and apply policies, procedures, standards, and requirements.
- Read and understand complex and/or technical data.
- Compile and prepare technical, statistical, and/or analytical reports and presentations.
- Assess problems, situations or documents and make recommendations for resolution.
- Interpret, clarify, understand, and assess verbal/written information and ideas.
- Work cooperatively with diverse personalities in a team-oriented environment.
- Utilize applicable hardware, software and business office equipment.
Desirable Qualifications
- Excellent communications skills
- Ability to plan, manage, edit and prepare written professional products on a day-to-day basis
- Ability to organize, prioritize, and coordinate multiple activities and meet critical deadlines
- Ability to perform a wide range of technical and complex clerical / administrative office support work
- Ability to leverage available resources to research, problem solve, and recommend solutions
- Ability to work independently
- Proficient with Microsoft applications and platforms: Preparing Power Point Presentation, Excel Spreadsheets, Word Documents, One Note, and SharePoint
- Experience with database management
- Proven aptitude to learn new applications to support work deliverables
- Available nights and weekends
- Experience working with high profile executive leaders & stakeholders
Sacramento Municipal Utility District
6201 S St
Sacramento
California United States
www.smud.org
