Executive Assistant to the County Manager

Assists the County Manager in planning, scheduling and coordinating activities and provides highly responsible, complex, and highly sensitive and confidential administrative support to the County Manager, Deputy County Manager and Board of County Commissioners. The incumbent is required to exercise initiative and judgment and to work in a diverse and complex environment that includes extensive contact with the public. Must be able to maintain a high level of confidentiality and refrain from discussion, disclosure, or personal use of any information as required by statutory requirements and County policies. Engages with individuals at all levels, collaboratively works with all departments, balances multiple priorities and leadership qualities to effectively manage the administrative functions. Serves as a constituent liaison.

• Supervises and coordinates administrative, organizational, and clerical support services for the County Manager and Deputy County Manager, and assists other departments as needed.Such support includes but is not limited to, creating, and preparing internal correspondence, copying and faxing information, arranging appointments, maintaining program files, mail distribution, prepares outgoing mail and answering and directing phone calls.
• Assists in the development and implementation of County goals, objectives, policies, and priorities.
• Provides staff assistance to the County Manager; prepares and presents staff reports and other necessary correspondence.
• Maintains a high level of confidentiality.
• Maintains administrative department public relations.
• Prepares and distributes County Commission agendas and packets.
• Provides administrative support for the Board of County Commissioners.
• Greets visitors and/or County employees, directing individuals appropriately.
• Responds to public inquiries in a courteous manner and provides information on departmental and county policies and procedures as needed.
• Writes, types or enters information into computer to prepare correspondence, bills, statements, receipts, checks or other documents.
• Demonstrates continuous efforts to improve operations, decrease turnaround times, streamline work processes, and works cooperatively and jointly to provide quality seamless customer service.
• Answers the telephone, assists the public, and provides information on departmental and county policies and procedures as needed.
• Screens office and telephone callers and responds to requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
• Maintains a calendar of activities for County Manager, Deputy County Manager, County Commission and meetings of the Commission.
• Maintains a calendar for meeting room reservations and administrative vehicles.
• Coordinates activities with other County departments, the public and outside agencies; makes travel arrangements as required for the County Manager, Deputy County Manager, and County Commission.
• Monitors and processes purchase orders and bills to be paid daily.
• Performs a wide variety of general clerical work including the maintenance of accurate records and files; verifies accuracy of information, and researches discrepancies and record information.
• Sorts, stamps, and distributes mail. Delivers outgoing mail to post office daily.
• Operates a variety of office equipment including telephones, copiers, facsimile machines and computers; inputs and retrieves data text; organizes and maintains various files.
• Maintains and requisitions material and supplies as required; checks and stocks office supplies.
• Participates in the duties relating to the County Manager’s office.
• Assists in a variety of department operations; performs special projects and assignments as directed.
• Contacts the public outside agencies in acquiring and providing information.
• Prepares, issues, and sends out receipts, bills, policies, invoices, statements, and checks.
• Prepares, types, and proofreads a variety of documents including general correspondence, agendas, reports, memorandums, rough drafts, and verbal instructions.
• Performs detailed clerical and administrative work with accuracy and speed.
• Composes correspondence and accurate reports with directions; analyzes situations and takes appropriate action.
• Communicates effectively in English; follows and gives oral and written directions.
• Other duties as assigned by the County Manager.