Executive Assistant/Legal Clerk

The Executive Assistant/Legal Clerk provides high-level administrative support to the Executive Services Manager and GM/CEO and will serve as a back-up liaison for the New Smyrna Beach Utilities (NSBU) Commissioners, General Counsel, and the senior management team.  This position performs research for resolutions, legal and regulatory issues, policy interpretation, and facilitates communications with senior management, NSBU Commissioners, and the public, including assisting in performance of the role of a public records custodian and financial disclosure coordinator. The Executive Assistant/Legal Clerk also assists with managing NSBU’s official records, coordinating Commission meetings by preparing Commission agendas and meeting minutes, and acting as a liaison between the public and the Commission, essentially maintaining the integrity and accessibility of all official NSBU documents and proceedings. This position handles sensitive and confidential information and must use the utmost discretion in all duties. A successful candidate would have a high level of professionalism, ethics and ensure compliance, be detail-oriented, possess and demonstrate advanced critical thinking skills, exhibit software proficiency where needed as required, consistent high-level accuracy in work performed, advanced communication and writing abilities, display initiative with sound judgment, multi-tasking ability, and a strong work ethic.

Essential Duties and Responsibilities

Include the following and other duties as assigned:

Assists in preparation, maintenance and publication/posting of all Notices and Agendas as required by law, regulation or NSBU resolutions on behalf of NSBU Commission. Ensures adherence to state and local laws regarding recordkeeping, public notices, and meeting procedures. 

Assists in compilation, preparation and distribution of GM-CEO Staff Meeting agendas, General Manager Reports, and NSBUC meeting agenda packages on behalf of the GM-CEO. 

Assists in drafting various NSBU Resolutions for executive and legal reviews. Provides additional oversight of Commission Agenda Item submissions by the GM-CEO, Directors, and Commissioners for accuracy, consistency and completeness. 

Assists in coordination, planning, and administration of the meetings of NSBUC. Attend each meeting as assigned. Must be able to support flexible meeting schedules as needed. Assists in preparing, managing, and displaying presentations and decks during these meetings. 

Assists in the preparation of and obtaining execution, signatures of meeting documents and subsequent internal distribution and maintenance of said documents for agency. Assists in the preparation, publication and maintenance minutes of NSBUC proceedings, for Meeting Results and Detailed / Annotated Minutes, etc.  High emphasis on ensuring accurate action items and notes documented in NSBU record. 

Performs administrative and historical research and analysis in preparation of matters for consideration by the Senior Management team, GM-CEO and the NSBU Commission. Conducts research projects and prepares reports; conveys and retains confidential, legal, and proprietary information as applicable and in accordance with governing policies and regulations. 

Assists in the maintenance and archival of all official NSBU documents including resolutions, contracts, meeting minutes, and correspondence. 

Assigns, arranges, and coordinates other meetings for GM-CEO, manages and prepares agenda packages, creates minutes, and distributes materials for said meetings to appropriate offices and officials as required. 

Provides citizens with access to public records (P.R.) and assists in responses to P.R. requests promptly and in good faith in accordance with state laws. Assists in maintenance of P.R. log and associated metric in GM Report. 

Assists with duties of Financial Disclosure Coordinator with Florida Commission on Ethics – compiles list and updates list as needed for Commissioners and required NSBU employee positions. 

Serves as a liaison between the NSBU personnel, Commissioners, other governmental agencies, and the public. 

Provides high-level administrative support including managing GM/CEO's calendar, scheduling meetings, arranging travel/accommodations for GM/CEO and Commissioners, associated travel expense reports and agenda items, memos, accurate records and filing systems, and oversees office management including ordering supplies, processing invoices, executive area copier/printer management, other duties as required, etc. 

Performs miscellaneous duties as assigned. 

Competencies                                           

To perform the job successfully, an individual should demonstrate the following competencies:

Professional Knowledge

Must become familiar with, understand, interpret and apply NSBU’s Enabling Acts, Resolutions, governance policies and procedures, corporate business plans, personnel policies, etc.  Additional understanding of various Ordinances and policies of the City of New Smyrna Beach, and Legal Codes and Administrative Rules of Florida and associated regulatory agencies.

Ethical Practice

Must possess the ability to integrate core values, integrity, and accountability throughout all organizational and business practices; maintain confidentiality; act with personal, professional, and behavioral integrity; respond immediately to all reports of unethical behavior or conflicts of interest; empower all employees to report unethical behavior or conflicts of interest without fear of reprisal; show consistency between espoused and enacted values; effortlessly acknowledge mistakes; apply power or authority appropriately; recognize personal bias and others’ tendency toward bias, take measures to mitigate the influence of bias in all business decisions; maintain appropriate levels of transparency in organizational practices; and manage political and social pressures when making decisions. 

Communication

Must possess the ability to effectively exchange information with others; provide clear, concise information to others in verbal, written, electronic, and other communication formats for public and organizational consumption; listen actively and empathetically to the views of others; deliver critical information to all stakeholders; seek further information to clarify ambiguity; provide constructive feedback effectively; ensure effective communication throughout the organization; provide thoughtful feedback in appropriate situations; provide proactive communications; demonstrate an understanding of the audience’s perspective; treat constructive feedback as a developmental opportunity; welcomes the opportunity to discuss competing points of view; help others consider new perspectives; lead effective and efficient meetings; and utilizes communication technology.

Relationship Management

Must possess the ability to manage interactions to provide service and to support the organization; establishes credibility in all interactions; treats all employees, customers, vendors, and the like with respect and dignity; utilizes tact and diplomacy; builds engaging relationships with all organizational stakeholders through trust, teamwork, and direct communications; demonstrates approachability and openness; manages internal and external relationships in ways that promote the best interests of all parties; fosters effective teambuilding among employees. Contributes to team objectives. Maintains effective working relationships with others. Works effectively and cooperates with other individuals, departments and organizations to produce desired results. Adaptable.  Receptive to new ideas. Willing and able to adjust to changing demands and circumstances.

Leadership

Must possess the ability to manage and contribute to initiatives and processes within the organization; exhibit behaviors consistent with and conforming to organizational culture; foster collaboration; understands the most effective and efficient way to accomplish tasks within the parameters of organizational hierarchy, processes, systems, and policies; develops solutions to overcome potential obstacles to successful implementation of initiatives; demonstrates agility and expertise when leading organizational initiatives or when supporting the initiatives of others; serves as a transformational leader for the organization by leading change.

Customer Service

Displays confidence during customer interactions, both internally and externally. Provides prompt, efficient and personalized services to customers. Ensures that customer needs are met. Identifies business opportunities and initiates contact or makes referrals. Influences customers as to the best course of action.

Judgment

Makes sound decisions after thorough evaluation of input or information. Functions as decision maker independently and in a team environment. Makes sound decisions under stressful or high-pressure environments. Brings knowledge and experience to decision making. Encourages and supports a consensus process.

Problem Solving

Identifies key elements of problems or issues. Seeks relevant information for use in problem solving and decision making. Consults widely and knows where information resides. Probes for facts and obtains data from multiple perspectives. Uses sound logic to develop alternative solutions and recommendations. Shows willingness to use or consider non-traditional methods. Improves existing practices.

Work Flow Management

Establishes clear priorities. Schedules activities to ensure optimum use of time and resources. Monitors progress against objectives. Anticipates problems and adapts plans when necessary to accommodate changing priorities. Prepares and revises work schedule in a timely manner. Completes duties in a timely and effective manner. Produces high quality work. Sets and maintains high standards for self. Effectively maintains standards. Perceptive to errors in own work and in that of others.

Knowledge, Skills, and Abilities

To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions of this position.

Language Skills                                

Ability to read, analyze, and interpret the most complex documents. Responds effectively to sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to give effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, Commissions and/or boards of directors.

Mathematical Skills

Ability to work with mathematical concepts and calculate figures.  

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written or oral form.

Computer Skills                                           

Ability to use and understand Microsoft Office products, to include Word and Excel, and Adobe products.

 Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this position, the employee is regularly required to sit. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Education and Experience   

This position requires the following education and experience:                                  

High school diploma required; Associate degree in Business Administration or related field required; Bachelor’s degree in Business Administration or related field preferred and a minimum of four (4) years of responsible administrative or paralegal experience required OR an equivalent combination of education and experience.

Certifications, Licenses, Registrations

This position requires the following certifications, licenses, and/or registrations:

Florida Notary Commission required or ability to obtain within 6 months.

Other Qualifications             

Florida Driver’s License Class E is required.  Ability to work nights and flexible hours, as required.

NSBU is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all our employees. All employment decisions, including hiring, promoting, disciplining, or discharging are based on merit, competence, performance, and business need. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, or any other characteristic that is protected under federal, state, and/or local law.

Veteran’s Preference. We value the service veterans and their family members have given to our country. We support the hiring of returning service members, veterans, and military spouses. Veteran’s preference is applied during our recruiting process.

If you require an accommodation to submit your application or resume, please contact our Human Resources office at (386) 424-3570.

NSBU is a local government organization and a Drug Free Workplace.