Commissioners Administrative Assistant

Summary

Please ensure that you fill out this DPS criminal background check permission form (you must open this in Internet Explorer to digitally sign). All that is needed is your name, signature, and the date.

YOUR APPLICATION WILL BE CONSIDERED INCOMPLETE WITHOUT THE TWO FORMS LISTED BELOW: You MUST attach

• DPS criminal background check permission form
• A copy of your Resume

Maintains County Commissioners calendar; writes resolutions and proclamations for the Commissioners Court; attends and records all Commissioners Court meetings. Other duties may be assigned.

• Records voicemail greetings and returns phone calls in a timely manner.
• Assists the County Commissioners with their department budgets.
• Responsible for establishing and maintaining a cordial relationship with the public and other government entities.
• May be needed to work after hours (past 5 pm) for public meetings and special projects.
• Demonstrate effective knowledge of community leadership and the workings of local, municipal, and state government.
• Strong social media management skills, updating and communicating precinct updates to the public.
• Willingness and ability to provide support, and receive training, for grant-related initiatives.
• Advance the profiles of Midland County by securing competitive grant funding (preferred).
• Collaborate with Midland County Commissioners, other Elected Officials, Department Heads, and the Midland County Auditor’s office to identify funding needs, conceptualize new projects for grant opportunities, prioritize funding opportunities, and develop preliminary project budgets for foundation, state, and federal grant proposals (preferred).
• Track all grant and foundation proposal activities, including identification of grant opportunities, project and proposal development and writing, assignment of tasks to other staff, and associated proposal activities and documents (preferred).
• Maintain, monitor, and execute all reporting requirements, including writing interim and final narrative reports in consultation with the project lead (preferred).
• Assist in reconciling and generating financial reports for grant reports and assist in database entry and monthly/quarterly reconciliations (preferred).
• Maintain organized records of financial documents with aid of shared drives, databases, and filing systems for efficient retrieval and reporting to foundation and granting agencies (preferred).
• Serve as project coordinator, as needed, for specific initiatives funded by foundation and grant agencies (preferred).
• Assist the County Commissioner’s with special projects.
• Attends meetings in lieu of the County Commissioners.
• Assists the public over the phone and in person by providing them with helpful information and directing them to the proper department.
• Writes resolutions and proclamations for the Commissioners Court.
• Drafts and distributes memos, emails and correspondence from the Commissioners, as needed.
• Prepares requisition for purchase orders and maintains inventory for the Commissioners.
• Coordinates and documents all meetings with outside consultants. Maintains records of decisions and provides needed documentation.
• Notarizes documents as needed for the Commissioners. Attends training seminars on notary law periodically.

EDUCATION AND EXPERIENCE

Bachelor's degree plus at least two years of experience; or high school diploma or its equivalent, plus at least six years’ experience; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.

CERTIFICATES, LICENSES AND REGISTRATIONS

Must be able to obtain and keep Notary Public certification. Must have valid Texas driver’s license, provide proof of insurance, and have adequate transportation.

Personnel practices and procedures; standard office practices and procedures; open government and public information requests; and county government operations and offices, including the court system. Grant writing and government or non-profit experience highly preferred, but not required.

Operate computer programs such as Microsoft Office; ability to adapt to new computer programs; ability to utilize the internet for research; read, analyze and interpret County policies and procedures; read, analyze and interpret laws and codes; draft, edit and proofread correspondence and other documents; communicate effectively in person and over the phone; prioritize tasks to be performed and assigned; perform basic mathematical functions;

operate office equipment such as copy machine, fax machine, telephone system and calculator; answer the telephone, retrieve voicemail messages and transfer calls; and establish and maintain effective working relationships with co-workers, county employees, the general public and the media.