Executive Coordinator; Confidential

The Position

The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions, should they occur. This position receives an additional 5% Confidential premium.

Under the general direction of the Chief Executive Officer, this position is responsible for the effective functioning of the County Executive Office: planning, executing, and monitoring all administrative support activities; producing written materials for internal and external use; scheduling meetings and work production; developing and implementing office policies and procedures; working with department heads, Board members, County employees, and community members.

Supervisor Academy is mandatory for all supervisors and consists of nine courses that must be completed within two years. Participation is required and completed during work hours.

The examples may not cover all the duties that may be performed:

• Provides administrative and secretarial support to the Chief Executive Officer, Assistant Chief Executive Officer, associated managerial and professional staff; handles designated administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.
• Oversees the daily office procedures and workflow of the department and provides complex administrative assistance and support to the Executive Office; makes recommendations to assist management in making needed improvements and assists in resolving administrative issues.
• Plans, organizes, coordinates, directs, and reviews the work of office support staff, setting priorities to ensure deadlines are met; trains office staff in work procedures; provides input in selection, evaluation and disciplinary matters.
• Receives and screens visitors and telephone calls, providing information and resolving complaints, which regularly requires the use of judgment and the interpretation and application of policies and procedures.
• Researches, compiles and summarizes a variety of informational or statistical materials, including varied, complex, sensitive, and/or confidential information and prepares various reports, utilizing online or personal computer systems.
• Maintains CEO/ACEO calendars, scheduling and arranging for meetings and conferences; makes travel arrangements for Executive Office staff; prepares invoices, payments, reimbursement forms; maintains financial records of expenses for members of the Executive Office; prepares a semi-annual report for the Auditor's Office of meal and mileage expenses.
• Organizes meetings by notifying participants, making room arrangements, preparing and supplying required informational materials including: agendas, resolutions, ordinances and other documents for submission to the County Executive Office and Board of Supervisors.
• Works with Executive Office staff and Board members for the purpose of scheduling, coordinating, and producing projects, programs, meetings and events; may attend such meetings and prepare minutes and may represent the Executive Office at such meetings.
• Prepares agreements requested by members of the Board of Supervisors between the County and outside persons and/or agencies, ensuring that they are properly executed and, if necessary, prepares associated payments; maintains all delegated agreements executed by the Executive Office, and prepares monthly reports as necessary.
• Maintains detailed records of funds for special projects, preparing reports for the Board of Supervisors and Auditor as requested, and preparing reports and/or supplying information for audit purposes.
• Initiates correspondence independently for signature by the Chief Executive Officer, Assistant Chief Executive Officer and professional Executive Office staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Receives incoming correspondence, attaches appropriate supporting documentation, and distributes to Chief Executive Officer and Executive Office staff as appropriate.
• Organizes and maintains various legal, administrative, reference, and follow-up files for projects, the budget, and all activities of the Executive Office; purges files as required; maintains and updates Administrative Policy Manual.
• May assist with the departmental and associated budgets.
• Processes and maintains all confidential personnel records for the department, including generating personnel transactions; directs office administrative activities such as organizing and maintaining confidential and administrative files.
• Purchases and maintains inventory records for office supplies, furniture, computer and related equipment for Executive Office, oversees petty cash for Executive Office.
• Performs other related duties as assigned.

MINIMUM

QUALIFICATIONS REQUIRED

Education and Experience:

Associate's degree from an accredited college or university in Business Administration,…