Executive Administrative Assistant

The purpose of this position is to provide proactive, confidential administrative support to the operations of a department head and co‑workers and to act as a liaison with the Human Resources Department.

This position provides executive assistance to the Director Public Works position, including duties such as calendar maintenance, screening calls, coordinating travel and reconciling credit card statements. The assistant also provides general administrative assistance to the department managers and fulfills various human resources duties, including payroll administration.

Supervisory Responsibilities

This position does not supervise other employees.

Essential Duties and Responsibilities

• Assists with personnel issues and with coordinating human resources related functions such as candidate interviews and all associated paperwork. Prepares and maintains departmental organizational charts and employee information in road maintenance database. Monitors payroll time submissions for department.
  30% of time spent.
• Assists Fiscal Services Manager with budget.
  20% of time spent.
• Supports Director Public Works position by maintaining calendar, screening calls and correspondence, coordinating travel arrangements and processing travel expenses.
  20% of time spent.
• Assists in creating resolutions and agenda items for Board of Supervisors meetings for abandonment of roadways, road signage, and primitive roads.
  20% of time spent.
• Ensures departments are actively participating in Wellness Events.
  10% of time spent.
• Performs other duties as assigned.

Budget Responsibilities

This position reviews, edits and approves for submission department level budget. Prepares requisitions for Public Works departments.

Project Responsibilities

Provides project research and clerical support on process improvement projects.

Oral Communication Duties

This position trains colleagues, explains County procedures or processes, responds to public inquiries, participates in meetings, negotiates and persuades.

Written Communication Duties

This position creates or edits documents, internal memos, emails, formal letters, contracts and procedures. This position also creates or edits Human Resources documents.

Interactions with the General Public

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.

Interactions Specifically with Customers

• Continuously (More than 70% but less than 85% in a year)

Minimum Education Required

High School Diploma or GED.

Minimum Years of Directly Related Experience Required

Five (5) years administrative/secretarial experience; or equivalent combination of education, training and experience.

Professional Credentials Required

Must possess and maintain a valid Driver’s License.

Knowledge Required

• Administration and management
• Clerical
• Human resources management
• English language and composition

Skills Required

• Active listening
• Presentation (small to medium groups)
• Negotiating
• Problem recognition
• Time management
• Multi-tasking
• Typing and data entry

Abilities Required

• Express one's self orally
• Categorize and group data
• Multi-task
• Maintain calm demeanor in stressful situations
• Read and write at professional level

Physical Demands

• Constantly sits to complete report, operate computers, complete a program and to attend to other duties.
• Occasionally lifts under 10 lbs.
• Constantly requires dexterity for keyboard operation.
• Incumbents in this position may be required to regularly walk to and from work sites.

Work Environment

Incumbents in this position generally works in an office environment. May occasionally spend time in lobby environment, classroom(s) and library.

Safety Risk Exposure

Incumbents in this position are generally not exposed to safety risk. On rare occasions, incumbents in this position may become exposed to occasional telephone verbal abuse by customers or citizens.

Protective Gear & Safety Manuals

Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department. Incumbents in this position may rarely be required to wear hard hat.

Consequences of Error

Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.

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