Executive Administrative Assistant

Purpose of the Job

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.

This position does not supervise other employees.

• Assists with personnel issues and coordinates human resources functions such as candidate interviews and associated paperwork; prepares and maintains departmental organizational charts and employee information; monitors payroll time submissions (30%).
• Assists Fiscal Services Manager with budget review and preparation (20%).
• Supports Director Public Works by maintaining calendar, screening calls and correspondence, coordinating travel arrangements, and processing travel expenses (20%).
• Assists in creating resolutions and agenda items for Board of Supervisors meetings for abandonment of roadways, road signage, and primitive roads (20%).
• Ensures departments actively participate in Wellness Events (10%).
• Performs other duties as assigned.

Reviews, edits, and approves department‑level budget submissions and prepares requisitions for Public Works departments.

Provides project research and clerical support on process improvement projects.

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

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

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

Continually (more than 70% but less than 85% of the year).

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

Must possess and maintain a valid Driver’s License.

Administration and management; clerical; human resources management;
English language and composition.

Active listening; presentation for small to medium groups; negotiating; problem recognition; time management; multi‑tasking; typing and data entry.

Express oneself orally; categorize and group data; maintain calm demeanor in stressful situations; read and write at a professional level.

• Constantly sits to complete reports, operate computers, complete programs, and attend to other duties.
• Occasionally lifts under 10 lbs.
• Constant dexterity required for keyboard operation.
• May be required to regularly walk to and from work sites.

Generally works in an office environment; may occasionally spend time in lobby, classroom(s), and library.

Not typically exposed to safety risk. On rare occasions, may experience occasional telephone verbal abuse by customers or citizens.

Required to follow written safety procedures and manuals relevant to the division or department; may occasionally be required to wear a hard hat.

Potential errors can cause inconveniences to other employees and delays in related work areas.