Executive Assistant

Salary: See Position Description
Location : Port Townsend
Job Type: Full-Time
Job Number: 202530
Department: Executive
Opening Date: 04/11/2025

Description
Position represented by: non-represented
The expected hiring range is $78,200-$91,800. The full range for this role is $61,286-$120,120.

JOB SUMMARY
The Executive Assistant acts as a liaison and facilitator of communication for the General Manager, Board of Commissioners, members of the executive management team, and outside vendors. This position works closely with the senior management team to assist and support in highly complex administrative duties that require independent judgment, accountability, organizational and prioritization skills, and outstanding interpersonal skills.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:

• Provides executive level and confidential support to the District's General Manager, Senior Staff and Board of Commissioners.

• Prepares packets, agendas and meeting materials for Board of Commissioner meetings and Staff meetings, and other documentation, requiring a high level of communication, understanding and execution.

• Coordinates with staff, including senior managers and the Communications Department, to publish and distribute notices of Board of Commissioners meeting and workshops to adhere to the Open Public Meetings Act.
• Coordinates with General Manager, Commissioners and District staff to arrange, prepare, schedule and plan travel and/or training activities.

• Reviews actions taken by Board of Commissioners and directs notifications as may be required to appropriate parties, authenticates and ensures resolutions, contracts and other public documents are distributed and maintained as required by state law. Records documents with Jefferson County Auditor as required.

• Administers flow of information and interactions with the General Manager's office. Communicates and prioritizes information and issues given to the General Manager and assures that all relevant background material is provided.

• Schedules and maintains the General Manager's calendar by coordinating meetings, arranging appointments, and scheduling visits. Researches and provides required meeting materials.

• Acts as a liaison to the General Manager and other supervisory positions when asked to maintain confidential records and files or when assisting in discrete matters to adhere to District confidentiality standards.
• Assists multiple departments across the district with various administrative tasks.
• Retains knowledge and stays educated on Washington State WAC's and RCW's as they pertain to open Government Law in Public Records and Open Meetings.
• Serves as the Public Records Officer alternate and performs tasks related to the public disclosure process.

• Keeps General Manager, as appropriate, informed of significant and important matters requiring review or action.
• Prepares correspondence, forms and reports as requested. Proofreads documents for errors.
• May gather and summarize data and prepare various reports for the General Manager or the Board of Commissioners.
• Conducts research and information gathering on behalf of the executive and prepares summaries and reports. Develops positive and strategic relationships at all levels of the organization.
• Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality

• Coordinate use of District meeting facilities.
• Perform miscellaneous assistance to other departments when required

• Responds quickly and appropriately to customer, vendor and employee inquires, requests, or concerns.
• Performs other duties as assigned.

Standard Workplace Expectations:

• Contribute to a successful work group by listening to and taking time to understand suggestions and concerns of co-workers.
• Offer constructive suggestions and ideas that help the team to meet or exceed objectives and goals by accepting and supporting team decisions.
• Maintain a positive and collaborative attitude in the workplace.
• Determine appropriate priorities to balance workload when deadlines compete. Seek assistance when needed.
• Respond quickly and appropriately to inquiries, requests, or concerns.
• Review own work for accuracy and routinely detect or prevent errors or mistakes that would prove costly or could jeopardize the operations of the PUD.
• Work additional hours as necessary to achieve departmental goals as directed by the supervisor.
• Review and follow District employee policies and procedures.
• Maintain regular and punctual attendance.

SUPERVISORY RESPONSIBILITIES
This position does not have any supervisory responsibilities.

POSITION REQUIREMENTS The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
Typical Qualifications

EDUCATION AND/OR EXPERIENCE

• Associate's degree in administrative support, business management, public relations, or related field is required.

• Minimum of five (5) years' experience of progressively responsible executive or managerial administrative support and/or office management experience is required.

• Public sector experience is desirable.
• A Washington State valid driver's license is required.

• May be required to obtain Notary Public License.
• Any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the functions of this position may be substituted for the foregoing requirements.

KNOWLEDGE, ABILITIES AND SKILLS

• Extensive knowledge of the structure and operation of a publicly owned utility including principles, practices, procedures, schedules and legal requirements; understanding of the requirements and laws pertaining to open public meetings and records management systems.
• Thorough knowledge of office practices, procedures, systems, and technology.
• Ability to establish and maintain effective cooperation and working relationships within the organization, with other agencies, and the general public.
• Ability to communicate clearly and effectively, both orally and in writing; to manage PUD records and record keeping functions with a high degree of accuracy and attention to detail.
• Ability to develop, implement and maintain effective policies and procedures to ensure compliance with existing and proposed laws and regulations.
• Ability to exercise independent judgment and initiative in the administration of applicable rules, procedures and laws.

• Ability to understand, use discretion and maintain a high level of confidentiality.
• Ability to successfully coordinate multiple priorities and handle competing deadlines.
• Ability to serve as the Public Records Officer alternate and understand the District's Public Disclosure Request process and records requirements at a general level.

Supplemental Information
ADDITIONAL REQUIREMENTSMust successfully complete a standard criminal background check. A standard Monday through Friday work schedule is expected to be maintained and the incumbent may be required to work hours in excess of 40 hours per week.
WORKING CONDITIONS AND PHYSICAL DEMANDS

Positions in this class perform work predominantly under normal office working conditions; considerable time working at a computer station is a regular part of the job. Reliable, punctual attendance is required. Mobility sufficient to travel to and work at various PUD facilities is required. Requires occasional lifting of objects up to 20 lbs. Manual dexterity required for keyboarding and use of mouse. Use of telephone requires adequate hearing.
RESIDENCY REQUIREMENT

Jefferson County PUD requires the candidate in this position to reside within Jefferson, Kitsap or Clallam County. The residency requirement must be met within six (6) months of hire date.
NOTE: Jefferson County PUD is a Rural Utilities Services (RUS) borrower.
Jefferson County PUD provides a robust benefit package to all full-time employees. The following summary describes typical benefits available. Actual benefits may vary by position type. Please reach out to our Human Resources team for specific benefit information.

Medical, Dental, Vision and Rx Insurance: Comprehensive medical, dental and vision insurance plans. The PUD pays 100% of the monthly premium, regardless of the number of dependents covered. Insurance is effective the first of the month following employment.

Health Reimbursement Arrangement (HRA VEBA): HRA VEBA plan is a health reimbursement arrangement (HRA) for employees to use for qualified health care expenses of the employee and eligible dependents while employed and upon separation of employment. Employees contribute, through payroll deduction, tax-free contributions of $75 per month. The PUD contributes $50 per month.

Retirement: The District is a member of PERS and participation is mandatory for employees in eligible positions. Both the employee and the employer make contributions to the PERS system. Employee contributions are made on a tax-deferred basis. New employees may choose between PERS Plan 2 and PERS Plan 3.

The PUD participates in the Washington State Deferred Compensation Program (457 plan). DCP allows employees to defer a portion of their paycheck for investment for retirement similar to a 401(k). The PUD matches employee deferrals at 50 cents per dollar, up to a total match of 4% from the PUD.

Paid Time Off: The PUD utilizes a PTO program. New employees are offered 20 days of PTO each year. PTO accrues at 6.15 hours per biweekly pay period. Accruals increase with longevity of service after 3 years.
Holidays: The PUD recognizes 11 holidays and provides two floating holidays each year. The second floating holiday is available for use after six months of employment. Floating holidays must be taken during the calendar year in which the floating holiday is earned. At 5 years of employment, employees are offered 3 floating holidays each year and 4 floating holidays each year after 10 years of employment.
Observed Holidays:

• New Year's Day
• Martin Luther King Day
• Presidents' Day
• Memorial Day
• Juneteenth National Independence Day
• Independence Day
• Labor Day
• Veterans' Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Day

Disability Insurance: The PUD offers a short-term disability policy, beginning on the 41st hour you are unable to work, that pays 70% of your salary for up to 180 days. A separate long-term disability insurance applies after 180 day waiting period.

Life and AD&D Insurance: $50,000 through Standard Insurance.

Wellness Reimbursement: The PUD offers up to $300 per year in expenses related to wellness activities and items such as exercise equipment, massage therapy, gym memberships, etc.

Tuition Reimbursement: The PUD encourages employees to continue their education to further their professional development. The PUD reimburses up to $2,500 for employees to attend coursework outside of regular training.
Please note that all provisions in this summary are subject to change.