Public Works Department - Executive Assistant

* Bilingual in English/Spanish preferred*

Bachelor’s degree from an accredited university of college in Business or related field with six (6) years of executive/staff support experience.

Orany equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.

In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.

Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Serves as a point of phone or personal contact for outside agencies, other County departments and the general public regarding inquiries or complaints about a specific program and/or its services; receives and screens visitors for entire department;

Gathers, organizes and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; including the organization and maintenance of various administrative duties; makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel and meeting related arrangements; routes and handles organizing meetings by notifying participants, makes room arrangements, prepares agendas and required information materials, attends meetings and prepares minutes;

follows up on projects, transmits information, and keeps informed of pertinent activities; works with ITD on department’s website and ensures documentation is updated and maintained;

Prepares correspondence, reports and other materials from rough drafts or from other source documents for review and signature; reads and reviews incoming and outgoing correspondence;

Provides work direction to other support staff; provides training and technical guidance; transmits directive, instructions and assignments and follow up on the status of assignments within the department and County-wide;

Establishes and maintains records and filing systems; archives, transfers, revises, sorts and extracts files and documents; posts public meeting announcements; maintains staff activity schedules;

Prepares payroll documents; processes billings and invoices for payment; receives payments; issues receipts; monitors spending;

Provides information and resolves complaints; makes executive decisions in the absence of department head or designee;

Performs special projects as assigned; researches, compiles and summarizes a variety of information or statistical materials from multiple sources; prepares a variety of studies, reports and relates information for decision making purposes;

Recommends actions to be taken on office expenditures such as equipment supply needs; and

Stays abreast of new trends and innovations in the field;

• Schedules trials and pre-trials, conferences and meetings; develops agendas; records and produces meeting minutes;
• Performs special projects;
• Manage department head calendar, travel, via phone and document correspondence;
• Serves as a notary public for legal documents;
• Assists in creating requisitions through Neo Gov system, reviewing application, schedules and participates in interviews;
• Process applications for County Board members; contacts applicants; coordinates interviews;
• Prepares certificates; updates board website, attends board meeting and prepares and reviews minutes as necessary;
• Prepares media advisories;
• Prepares and submits agenda items;
• Verifies and tracks board member requirements; and
• Recommends actions to be taken on CIP request.

Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts;

Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

Performs such other related duties as may be assigned.

As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the…