Executive Administrator - Full-time / Part-time

The Executive Administrator will serve in the capacity as the secretary to the General Manager. The Executive Administrator will perform advanced secretarial assignments, functioning as a management assistant. At this level, the employee has increased responsibility in such areas as interpreting policies and procedures, interpreting the supervisor's point of view, and serving as liaison to staff and higher-level management, researching and preparing materials for managerial decisions, and participating in other management assistant activities. This position is also responsible for preparation of documents, meeting materials, scheduling and coordinating meetings. This position is also known as the board clerk. This position requires a flexible schedule and some evening and weekend work will be required.

ESSENTIAL JOB FUNCTIONS Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

Assist the General Manager with daily administrative duties (I.e. filing, correspondence, etc.)
Serve as the Assistant secretary to the Board of Directors
Attend all Board of Directors meetings
Ensures the timely preparation and distribution of materials (e.g., requests, agendas, schedules, notices, resolutions, etc.) for Board and Board Committee meetings, consistent with Board approved bylaws and procedures (e.g., via web)
Ensures the District is compliant at all times with the Brown Act
Keeps all official records of Board activities (minutes of proceedings, resolutions, etc.), and ensures they are available externally as appropriate (e.g., via web)
Responsible for the arrangement and set-up of all meetings
Responsible for the production of all meeting agendas and backup material
Responsible for the production of minutes for all Board/ and or Committee meetings
Attends community meetings as a District representative to further community relations
Supervision, manage and training of the front office staff
Manages customer accounts and ensures all accounts are paid in a timely manner
E-mails/mails customer statements of account
Manages and oversees rental contracts and public event contracts
Manages, tracks and works to better customer service of the District
Assist all other departments when needed as directed by the General Manager (i.e. maintenance, recreation, gymnastics, preschool, etc.)
Assist in Request for Proposal process
Assist General Manager with public relations in all aspects
Assist in contract and agreement administration
Prepares binders, handbooks and documents for Board members and employees at the direction of the General Manager Prepares a variety of written reports, program and budget proposals, annual reports, program goals and objectives, and other documents as required by the General Manager Assists in managing the day to day operations of the District
Oversight of Administration, Rental and Event budgets.
Ordering of all office supplies, janitorial supplies, and or maintenance supplies for the Activity Center
Supervision of the Activity Center janitorial staff
Supervision and training of the Recreation Specialist to ensure events are coordinated and efficient
Participates and prepares documents for personnel appointment, dismissal, etc.
In the absence of the General Manager acts as second in charge of the District.
Recruits volunteers and manages District volunteer programs
Markets and promotes the District through social media, fliers and community organizations
REQUIRED KNOWLEDGE AND SKILLS:

Minimum typing skills 50 wpm, prefer 64 wpm.
Proficient with Microsoft Office programs
General computer proficiency required
Must be able to learn other computer programs quickly and efficiently
Strong organizational and administrative skills
Ability to work with diverse groups of people
Skilled in researching and implementing new strategies and procedures to increase efficiency and effectiveness
Skilled in organizing workload independently and set priorities; to adapt quickly to those changing priorities; and perform multiple interrelated tasks under deadline pressures
Skilled in maintaining accurate records and remaining detail-oriented
Skilled in preparation of reports and presentations
Skilled ability to communicate clearly and effectively, both orally and written