Job Abstract

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This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• Tuition Assistance Program

The Department of Public Utilities Customer Service Division is seeking an Executive Assistant to serve as a strategic administrative partner, reporting to the Deputy Director, Senior. The Executive Assistant will provide executive support in a one-on-one working relationship, coordinate executive outreach, and oversee special projects. The nature of the work requires someone who can adapt when changes or priorities shift and is comfortable being available as needed.

The individual must be able to demonstrate professionalism through interaction with others and be personable, creative, technically savvy, and enjoy working in a fast-paced environment. The position requires someone who is capable of handling situations with finesse and calm, demonstrates sound judgment, has excellent writing, verbal communication, and organizational skills, and is highly proficient with Microsoft Office applications.

• Oversees the day-to-day administrative functions and activities of the office. Provides guidance and leadership to administrative support staff.
• Understands the business preferences and priorities of the leadership team to provide the best support.
• Provides calendar management with strong attention to detail. Establishes meeting agendas, prepares and provides copies of relevant documents in support of productive meetings; manages business travel and lead and coordinate logistics for internal and external meetings.
• Drafts correspondence for executive signature(s) pertaining to confidential matters and routine inquiries.
• Prepares and maintains reports, documents, presentations, and databases as needed by senior leadership.
• Assists with financial projects including budget development, processing invoices, and monitoring transactions.
• Collaborate with other members of the administrative team to provide seamless support for the division.
• Plan and organize work to ensure the senior executives’ priorities are met and organizational goals are achieved.
• Additional duties as assigned.

MINIMUM TRAINING AND EXPERIENCE:

• Bachelor's degree in business or public administration, or field related to assignment
• Four years of journey-level professional experience in area related to assignment
• A Master's degree in business, public administration, or field directly related to assignment may be preferred
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

• Accounting, budgeting, accounts payable/receivable
• Computer programs such as Microsoft Office Suite
• Cultural development
• Data analysis
• Data management
• Electronic databases and related software applications (such as RAPIDS financial system, EIS eXpress reporting/ GL Connect)
• Federal regulations pertaining to assigned area
• General knowledge of the laws and legal procedures related to focus area
• Implementation of Evidence Based Programs
• Project management
• Rule Based Applications

• Communicating and coordinating with various internal and external departments
• Creating and implementing policies and procedures
• Gathering and interpreting data routinely
• Interpreting and applying federal regulations for programs
• Managing contracts, projects, data, reports, etc.
• Overseeing daily accounting and procurement functions
• Overseeing the financial and operational aspects of programs of focus
• Understanding a program's intent and application
• Writing standard operating procedures
• Oral and written communication

• Pay attention to detail
• Organize
• Set timetables, achieve milestones, track progress, and take corrective actions

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly work with hands and fingers, talk, hear, see, and use repetitive motions; frequently reach, balance, and stand; and occasionally stoop, crouch, walk, lift, feel, pull, grasp, and climb. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary (exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects), but may differ based on area of focus. The working conditions may contain environmental hazards, depending on area of focus.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Jessica McKenzie, Talent Acquisition Partner, Senior at (804) 646-4705 or by email at Jessica.McKenzie@RVA.GOV.

This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

The City of Richmond Values Veterans-We are an Official V3 Certified Company.