Executive Assistant - Planning

General Position Summary

Potential $0 (zero) monthly Premium Cost for Individual Health/Dental benefits. RSA Retirement Benefits.

This position completes various higher-level projects, processes, and tasks assigned by the Department Head. Work requires a higher level of confidentiality, sensitivity and good judgment. Responsibilities may also include work with budgeting, preparation of various documentations, development of reports and publication, performance of research and analysis, drafting and distribution of various types of correspondence, scheduling and facilitation of departmental events and meetings, facilitation of internal and external contacts and follow-up, or any other task to assist the Department Head with duties and priorities.

All work assigned at the discretion and direction of the Department Head and performed under general supervision.

• Provides administrative support to the Department Head, and supports the Department Head with budgeting, accounts payable, preparing various documents and reports and other administrative processes.
• Provides responsible, complex and confidential administrative and secretarial support for the Department Head; data processes and proofreads a wide variety of complex and confidential reports, letters and memoranda; independently prepares correspondences; types from rough draft or verbal instructions; composes correspondence not requiring the attention of the Department Head.
• Maintains a variety of records, files, and logs related to departmental operations and activities; maintains confidential and personnel files; conducts periodic retention and purging of files in compliance with applicable guidelines.
• Maintains calendar of activities, meetings and various events for the Department Head; arranges meetings and makes appointments; assists with task prioritization; follows-up on assigned projects to meet deadlines; provides staff support to divisions such as preparing agendas, materials and minutes; makes travel arrangements and prepares related expense reports.
• Prepares reports, correspondence, and memoranda, of which many are highly confidential and sensitive in nature, utilizing word processing software.
• Screens office and telephone callers; responds to complaints and requests for information on department regulations, procedures, systems and precedents relating to assigned responsibilities; receives and routes incoming and outgoing mail.
• Maintains procedural manual to ensure consistent performance of routines.
• Prepares department payroll for processing; tracks overtime usage; retains and tracks payroll records of department staff.
• Performs other administrative duties as assigned by the Department Head.

• Job may require occasional overtime or attendance at evening meetings with minimal notice.
• Job requires flexibility in clerical work assigned.
• Must be able to work productively with frequent interruptions.

• High school diploma is required, with additional education in office practices and computer applications preferred, and some college-work related to duties preferred.
• One (1) year of progressive, related administrative experience.

• Demonstrated ability to perform essential functions.
• Demonstrated ability to work with confidential and highly sensitive information and ability to be discrete and protect confidential documents and information in a busy work area.
• Demonstrated strong computer skills (including advanced Word, Excel) required.
• Demonstrated ability to process a high volume of records with a high degree of accuracy and attention to detail.
• Ability to consistently demonstrate a high level of judgment and discretion required for maintaining confidential and sensitive information.
• Strong complex filing skills. Demonstrated knowledge of principles and practices of office management and file management.
• Demonstrated team and interpersonal skills.
• Demonstrated ability to multi-task with multiple interruptions, while being required to process various confidential forms and documents simultaneously.
• Strong communication skills to communicate with the public by telephone, in…