Executive Assistant

Agency East Bay Community Energy

FILING DEADLINE September 8, 2017

Closed

EBCE Executive Assistant Announcement

THE AGENCY

The East Bay Community Energy Authority is a new public agency formed in 2016 to bring cleaner energy to residents and businesses in participating East Bay communities. EBCE will implement a Community Choice Energy (CCE) program for its member communities. EBCE will procure a high percentage of electricity from renewable sources such as solar, wind and geothermal which do not pollute or produce greenhouse gases and deliver it through the existing electric utility.  EBCE is scheduled to begin providing energy in April 2018.

POSITION SUMMARY

Under administrative direction, the Executive Assistant provides highly responsible and confidential administrative assistance to the Chief Executive Officer and the Board of Directors, and performs a variety of tasks including assisting in the management of official EBCE records and minutes.  The EA serves as a first point of public contact on related issues for community members, vendors and EBCE officials.  The Executive Assistant will serve in a variety of functions:

 Operations: Serves as Clerk of the Board Secretary, providing general administrative support for board meetings. Develops, administers and monitors EBCEs budget. Sets up and oversee internal operations of EBCE (from IT to HR to public engagement). Manages EBCEs office, including oversight of office search and lease negotiations.

IT: Provides basic troubleshooting for staff, researches solutions such as videoconferencing, oversees on-boarding of new staff as it relates to IT requirements (email, devices, etc.).

Public: Attends public meetings and gives presentations about EBCE to community and business groups.

CEO Support: Supports CEO day to day needs, including scheduling, correspondence, presentations, and expenses. Provides strategic counsel to CEO on critical matters like budget, hiring, and other matters as identified.

H.R./Talent: Coordinates on-boarding of new hires, manages job postings and supports development of H.R. policies.

KEY RESPONSIBILITIES

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

  • Provides confidential secretarial, administrative and project support for the CEO and Board of Directors; acts as a liaison between the CEO, other staff, outside agencies, and the public, coordinating resolutions when appropriate.
  • Serves as Clerk of the Board and provides administrative support for a variety of Board meetings; schedules meetings, prepares agendas, issues public notices, assembles and distributes packets, attends meetings, takes and transcribes meeting minutes, and records official action taken at Board meetings; maintains official meeting records, such as resolutions, ordinances, contracts, bonds, and other official files and documents; ensures that records with the State or other governing agencies are kept up-to-date; follows-up on outstanding action items from each Board meeting where necessary.
  • Coordinates the processing of public records requests; ensures compliance with the Public Records Act and the Brown Act; reviews and monitors legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the Authority is upheld.
  • Oversees the Statement of Economic Interest Form 700 process for Board members.
  • Administers projects and/or programs as assigned by CEO; provides assistance in various research projects, including contract agreements, subpoenas and public information requests, and grant applications.
  • Develops and administers the CEO and Board budgets; reviews and gathers data for development of variance reports; and, monitors revenues and expenditures.
  • Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports and other informational materials.
  • Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and legal and general correspondence for the CEO; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections; redacts confidential information as needed.
  • Prepares and processes reports, forms, and records, such as subpoenas, requests for payments, purchase orders, invoices, legal documents, notices, draft resolutions, and mailing lists for public hearing items.
  • Schedules appointments and maintains the CEO’s calendar; coordinates meetings between the CEO and both internal staff and representatives of outside agencies and oversees meeting logistics; serves as liaison person for CEO’s office and responds to various requests for information from the public and the Board.
  • Makes all travel arrangements, including, transportation, and lodging, conference/training registrations for the CEO and Board members and prepares and submits expense reports and travel reimbursements requests as needed.
  • Screens calls, visitors, and incoming mail and emails; assists and directs the public, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
  • Coordinates on-boarding requests and office/cubicle moves for new hires and existing staff.
  • Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for management approval.
  • Establishes and maintains contact and working relationships with all Authority member agencies, local, state, and federal agencies for acquisition of necessary information, and/or for the implementation of cooperative programs and activities.
  • Performs other duties as assigned.

REQUIREMENTS

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be an associate degree in office management, finance, business studies, secretarial science, or related field, or completion of a formal program of instruction in Business Administration or Business Technology from an accredited school or an equivalent program of academic preparation acceptable to the Authority, or possession of a certificate from the International Association of Administrative Professionals (IAAP) or similar certifying agency AND five (5) years of experience performing increasingly responsible and confidential clerical and administrative tasks with reporting responsibility to a department director, including two (2) years of experience providing administrative support to a committee, board, and/or commission.  Possession of, or ability to obtain, a valid California Driver’s License by time of appointment and a satisfactory driving record.

COMPENSATION

$80,000 – $105,000  annually

APPLICATION PROCEDURE

Please visit Koff & Associates at www.koffassociates.com. to apply.   This position will be based in EBCE headquarters – initially in Hayward and thereafter in a to-be-determined location in Alameda County. We are an equal opportunity employer and strongly encourage people of color, women and those who identify as LGBTQ to apply. Start date: ASAP.  The deadline to apply  is Friday, September 8, 2017.

Koff & Associates