Executive Assistant/Legal Clerk - New Smyrna Beach Utilities

The Executive Assistant/Legal Clerk will serve as a liaison for the New Smyrna Beach Utilities (NSBU) Commissioners, General Counsel, and the senior management team and provides high-level administrative support to the Executive Office Manager and General Manager/CEO, and while developing/refining executive proficiencies. The Executive Assistant/Legal Clerk will also be managing NSBU’s official records, coordinating Commission meetings by preparing Commission agendas, attending meetings and transcribing meeting minutes. Acting as a liaison between the public and the Commission, maintaining the integrity and accessibility of all official NSBU documents and proceedings. This position handles sensitive and confidential information and must use utmost discretion in all duties. This position also performs research for resolutions, legal and regulatory issues, policy interpretation, and facilitates communications with senior management, NSBU Commissioners, and the public, including in performance of the role of a public records custodian and financial disclosure coordinator. 

REPORTS TO
Executive Office Manager

SUPERVISORY RESPONSIBILITIES
None

ON CALL
This position is not on call.

DUTIES & RESPONSIBILITIES
•    Coordinates, plans, and administers the meetings of the NSBU Commission. Attends 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.

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

•    Prepares, publishes and maintains minutes of NSBU Commission proceedings, for Meeting Results and Detailed/Annotated Minutes, etc.  High emphasis on ensuring accurate action items and notes documented and transcribed from the NSBU recorded meetings.

•    Prepares and supports execution of meeting documents and subsequent internal distribution and maintenance of said documents for Commission and agency.

•    Responsible for the compilation, preparation and distribution of GM/CEO Staff Meeting agendas, General Manager Reports, and NSBU Commission meeting agenda packages on behalf of the GM/CEO. 

•    Responsible for drafting and/or assisting with various NSBU Resolutions, agenda items and exhibits, policies, etc., for executive and legal reviews. Provides additional oversight and editing of Commission Agenda Item submissions by the GM/CEO, General Counsel, Directors, and Commissioners for accuracy, consistency and completeness.

•    Maintains all official NSBU Commission documents including resolutions, contracts, meeting minutes, and correspondence.

•    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 NSBU personnel, Commissioners, other governmental agencies, and the public.

•    Assigns, arranges, and coordinates other meetings for the GM/CEO, manages and prepares internal meeting agendas, creates minutes, and distributes materials for said meetings to appropriate offices and officials as required.

•    Provides high-level executive 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. Oversees office management including ordering supplies, processing invoices, executive area copier/printer management, and other duties as required.

•    Performs additional duties as assigned.

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

EXPERIENCE
4+ years

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

OTHER QUALIFICATIONS
Must have a high level of professionalism, ethics and ensure all compliance requirements are timely met. Must be detail-oriented, possess and demonstrate advanced critical thinking skills, exhibit an advanced level of software proficiency, specifically in word processing software and tools for transcription, and Microsoft Outlook (emails/calendar.) Requires consistent, high-level accuracy in work performed, advanced communication and writing abilities, independent initiative with sound judgment, multi-tasking ability, and must be able to prioritize tasks and realize speed and efficiency in completion of work to successfully realize compliance with numerous deadlines.  Must consistently demonstrate a strong work ethic.

PHYSICAL DEMANDS
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.

WORK ENVIRONMENT
This position is part of New Smyrna Beach Utilities Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation. Any additional compensation, above the normal weekly salary shall be outlined in the Human Resources Manual or Collective Bargaining Agreement. Failure to appear to perform emergency management assignment and to work assigned shifts as scheduled by NSBU’s Emergency Incident Commander or individuals designated by the General Manager/CEO to assign such functions may result in disciplinary action up to and including termination.

About New Smyrna Beach Utilities
For over 50 years, New Smyrna Beach Utilities (NSBU) has proudly provided the greater New Smyrna Beach area with high-quality utility services. Today, NSBU offers electric, water, wastewater, and reclaimed water services to approximately 30,000 residential and commercial customers. While most municipalities in Florida provide their own water and wastewater services, our community is unique because NSBU is one of only 34 municipal electric utilities in the state—exclusively dedicated to serving our customers, not investors. NSBU is funded solely through utility revenues and is not a taxing authority. NSBU is an equal opportunity employer and complies with the Americans with Disabilities Act. We are committed to providing reasonable accommodations to qualified individuals with disabilities. NSBU does not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected status. All employment decisions are made based on merit, qualifications, and business needs.