Executive Assistant I, Demand Response Operations

WHAT YOU'LL BE DOING

· Perform administrative support for the Vice President, Directors, management members, and staff to include schedule/calendar management, screen, handle telephone communications, direct mail, order office supplies, resolve administrative problems and inquiries as appropriate.

· Assists with customer inquiries and routes matters to the appropriate personnel for investigation and resolution.

· Serve as initial point of contact for all matters pertaining to Demand Response and Innovative Mobility; independently research, prioritize, and follow-up on multiple incoming issues, and concerns addressed to the department, which represent CapMetro, including those of a sensitive and/or confidential nature.

· Uses independent professional judgement to determine appropriate course of action, referral, and /or response on behalf of the Vice President and department personnel.

· Serve as Oracle Financial Management System superuser on behalf of the division. Receives and delegates all items for the department, tracks items through workflow to ensure timely completion.

· Manage requisitions in system for the department, ensuring accuracy and timeliness.

· Coordinates staff meetings and prepares meeting minutes as needed. Maintains minutes, recordings, and transcript of these meetings.

· Supports the annual division capital and operating budget preparation and monthly variance reports. Investigates discrepancies and provides justification backup for expenditures for department.

· Assists with identifying, researching, and coordinating resolutions to complex technical issues related to project budgets, financial software, vendor payments, expense reporting, check requests, mileage reimbursement and p-card reporting and other items for staff and other departments as needed.

· Generate ad-hoc reports in response to requests from department staff and management related to purchasing at the detailed transaction and summary level reports by requisition, purchase order, contract, and/or department.

· Review documents for signatures and coordinate completion of approval across multiple departments in the agency (i.e., task orders, projects, executive memos, p-card requests, check requests, and other authorization expenditures).

· Perform final reviews, and entry into software of draft board agenda items, ensure the provisions of a quality Board agenda packet, assure adherence to deadlines for the department, Board of Directors and/or Board Committee meetings.

· Coordinates activities related to new hires including interview scheduling, onboarding items, and follows up with new-hires and other departments to ensure completion of software setup and equipment needed.

· Interact with agency Project Management System to understand project assignments.

· Perform other duties as required and/or assigned.

WHAT YOU BRING

· Bachelor’s Degree in Business Administration, Administrative Services, or related area preferred. Related experience will substitute for an education on a year for year basis.

· Five (5) years of general administrative/clerical experience required.

· Significant experience supporting Executives is preferred.

· Proficiency with Microsoft Office Suite, Acrobat, experience using email, calendar programs, agency’s software packages in a Windows environment, and social media web platforms.

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