Executive Secretary, Employee Services
Central Arizona Project - Phoenix, AZ

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To perform a variety of general secretarial and administrative work, related to meeting the objectives of the Assistant General Manager of Employee Services (AGM ES); to provide secretarial and administrative support for the Employee Services managers and to assist the Human Resources department employees on special projects. Note: This position regularly handles and must maintain highly confidential information.

Duties:
(An asterisk next to the duty signifies that it is considered to be an "essential function" of the job)

Each employee is responsible for his/her own safety and the safety of others in the workplace.

1. Draft/edit internal and external correspondence, reports and policies. Assist Group managers with correspondence. Prepare briefs for the CAP Board. 15%

2. Schedule meetings, prepare meeting materials and meeting facilities, perform closing actions and meeting follow-up. Coordinate travel arrangements for AGM ES and HR Department manager. 10%

  • 3. Create, organize, and maintain files. Determine and maintain confidentiality of documents provided and use discretion in their distribution. Retrieve information as needed. Sort and track daily mail by priority. Maintain highest level of confidentiality working with Human Resources records and information. 10%
4. Serve as the Human Resources Department technical expert on computer hardware and software usage. 5%

5. Prepare and track budgets, expense reports, purchase requisitions, and contracts. 10%

  • 6. Assist Human Resources Staff and serve as a backup for HR Assistant/Specialist as needed. Perform research for AGM ES and HR Department as needed, using a variety of media. Provide documentation and reports on research. Prepare presentations for AGM ES and HR Department employees. 20%
7. Work with AGM ES and HR Department Manager on Human Resources projects as assigned. Work with Human Resources department staff on revising/editing CAP policies and on maintaining Job Evaluation System. 10%

8. Direct visitors and candidates to appropriate parties; answer questions. Understand CAP organization and departments. 5%

9. Perform other duties as assigned, such as record Violence Prevention Team meeting minutes and distribute meeting minutes as requested. 5%

Minimum Knowledge, Skills, & Abilities:
1A. REQUIRED MINIMUM QUALIFICATIONS

Education, Knowledge, Training, Skills & Experience:
  • Five (5) years of relevant administrative / secretarial experience in a professional office environment with increasing work complexity.
  • Associate's degree; OR equivalent combination of education, training and experience (which must include an additional two years of relevant administrative/secretarial experience).
  • Demonstrated advanced skills in the use of word processing software to produce business communications for internal and external use.
  • Well-developed business communication skills, including grammar, punctuation, and spelling.
  • Demonstrated ability to use computer database software, as well as Internet, E-mail, and presentation software.
  • Proficient in the operation of office equipment and in the application of generally accepted executive office procedures, practices and organization.
  • Highly developed organizational and time management skills.
  • Excellent interpersonal, tact, and diplomacy skills.
  • General knowledge of Human Resources functions and policies.
Required Certifications or Licenses: Must have a valid driver's license and maintain a good driving record.

1B. PREFERRED QUALIFICATIONS

Education, Knowledge, Training, Skills & Experience:
  • Proficient with Microsoft Office Software including: Word, Excel, and PowerPoint.
  • Functional knowledge of CAP-related issues and relationships.
  • Specialized skills, knowledge, training, and experience specific to Human Resources.
Preferred Certifications or Licenses: Certified Professional Secretary or Certified Administrative Professional designation is a plus.

2. CRITICAL THINKING AND DECISION MAKING

Independence: Determines appropriate action in routine and non-routine office matters for group director and department manager, such as how to handle confidential information, assigning priorities, when and where to schedule meetings, proper format for documents. Assesses the urgency and critical need of broad range of requests, activities, assignments and situations and initiates appropriate action to prioritize work using judgment to determine priorities. Works with a high level of independence

Impact: Decisions impact the quantity and quality of work and timely completion of assignments to meet the deadlines and objectives of the department. Anticipates job requirements and initiates appropriate action in routine and non-routine situations; may confer with senior and middle management to obtain information. Most decisions are based on established practices and procedures.

3. INTERPERSONAL COMMUNICATIONS AND CONTACTS

Type: Regularly interacts with all of Employee Services Group, especially Human Resources Department; interacts routinely with senior and middle management and all levels of employees within the CAP. Occasional contact with external entities.

Purpose: Answers questions, provides assistance, directs to the appropriate person, and provides and receives information to accomplish objectives of AGM ES and HR Department Manager.

Supplemental Information:
WORKING CONDITIONS

Physical Demands: The physical demands and work environment described here are representative of those that persons in this position will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Essential to this position is corrected or non-corrected vision. Example: must be able to see, read and interpret handwritten and printed documents, correspondence, manuals, office papers, computer screen, etc., including seeing various colors. Must be able to see to operate work equipment.

Also essential to this position is corrected or non-corrected hearing which is necessary for the ability to hear and comprehend voice communications as well as the ability to speak to communicate to individuals on the job. Must be able to hear to operate work equipment.

Work Environment: The majority of work time is spent working inside in either a single-level or upper-level structured office building, which is heated, air-conditioned and smoke-free. The person in this position moves about using various conveyances such as stairways, and/or walk ramps. Persons in this position may have exposure to flora, fauna and the natural habitat of the desert environment.

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