Executive Assistant To Chairman

NEWTON COUNTY, GEORGIAClassification Specification EXECUTIVE ASSISTANT TO THE CHAIRMANFLSA:
Exempt Purpose of Classification:

The purpose of this classification is to provide administrative support to the Chairman of the County Board of Commissioners characterized by the highest degree of interaction with various officials and dignitaries, and wherein client relations are more sensitive and considered critical to the operations of the organization at the highest executive level of County government.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides executive administrative support to the Chairman of the Board of Commissioners (BOC); relieves Chairman of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action and/or response; composes, types, edits, or proofreads correspondence on behalf of Chairman; records and/or transcribes dictation; keeps Chairman informed of significant matters, messages, documentation, or other information; conducts special projects as needed;

and maintains confidentiality of County documentation and issues.

Serves as liaison between Chairman, BOC, and County officials, department directors, the public, community leaders, outside agencies, or other individuals or organizations: receives and distributes information; interacts with various officials and dignitaries involving sensitive client relations; and conveys information among BOC and County personnel.

Conducts advanced research on behalf of the Chairman to aide in matters under consideration: utilizes BOC files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed; compiles and/or monitors various administrative and statistical data pertaining to County operations;researches information pertinent to task, project or issue; analyzes data and identifies trends; writes, prepares, formats, or otherwise generates reports, presentations, white papers, and other documents;

makes recommendations for changes in administrative policies and procedures to improve operations, provide more responsive service, and/or optimize the use of resources; and provides technical assistance and information to the Chairman and BOC to aid decision making.

Provides administrative support and coordination for various meetings at the executive management level, which

Newton County, Georgia Executive Assistant to the Chairman

Page 2 Last Revised:
October 2019

may include the BOC, elected officials, committee meetings, budget meetings, etc.; prepares meeting agenda documents; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; distributes meeting minutes; labels and indexes tapes of meetings; researches previous meeting minutes as needed; prepares monthly time sheets for BOC members; coordinates arrangements for BOC training activities;

and maintains BOC records.

Maintains calendar/schedule of activities for Chairman and other BOC members: schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; notifies parties involved of changes; and coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for Chairman and other BOC members.

Processes a variety of documentation associated with department/division operations, within designated time frames and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains, as appropriate, various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with County officials, supervisor, other County employees, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Performs other related duties as required.

High school diploma or GED required; supplemented by five years of experience in administrative support, office administration or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.