To perform complex, confidential, and specialized professional administrative functions for a variety of programs and projects for the County Executive Officer and associated staff; coordinates meetings, and schedules; supervise assigned clerical, secretarial, and administrative support staff; and perform related work as assigned.
This is an administrative position serving in a staff capacity as Executive Assistant to the County Executive Officer. Work is performed under the general direction of the County Executive Officer with discretionary latitude given for the exercise of independent judgment in performing assigned responsibilities.
This class is distinguished from other office support and secretarial classes as the scope of responsibilities requires the incumbent to possess extensive knowledge of unique, diverse, and complex issues and daily events of a highly sensitive nature. The frequent use of discretion, initiative, diplomacy, and independent judgment is critical and consequential to the impact and operation of County business.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the County Executive Officer.
Exercises direct supervision over assigned clerical, secretarial, and administrative support staff.
EXAMPLES OF ESSENTIAL DUTIES
Essential duties may include, but are not limited to, the following:
Set priorities and meet critical deadlines; organize work effectively in accordance with and in anticipation of the needs of the County Executive Officer.
Transmit information on behalf of the County Executive Officer and coordinate departmental activities with other County departments; monitor the progress and execution of projects and activities initiated by County Executive Office.
Perform complex and highly responsible verbal and written secretarial and administrative duties for the County Executive Officer and associated staff.
Receive and screen visitors, telephone calls, and emails of a highly confidential and sensitive nature; provide information which requires the use of independent judgment and interpretation of policies and procedures; respond to complaints and requests for information or refer to departmental staff as appropriate.
Independently initiate and compose reports, documents, and other communications on behalf of the County Executive Officer.
Research, compile, and summarize a variety of informational or statistical materials; may compile and review budget figures and process purchase requisitions; maintain budget, purchasing, and other financial and business records.
Review and approve staff requests and transactions for spend authorizations, reimbursements, procurement card expenses, and other expenditures on behalf of the County Executive Officer.
Prior to review and authorization by the County Executive Officer, review all finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage; return to appropriate department for corrections.
Maintain the County Executive Officer’s calendar; schedule meetings, appointments, and speaking engagements using discretion with time commitments; notify participants, coordinate timeframes and meeting locations, and prepare required informational materials, including agendas and meeting notes/minutes.
Manage all administrative tasks for the County Executive Officer related to travel arrangements.
Advise the County Executive Officer on matters of a sensitive nature that may affect County operations and interpersonal relationships.
Represent the County and/or the County Executive Officer to the public, businesses, Board members, and other agencies at the request of the County Executive Officer.
Provide directions and convey complex, sensitive information on behalf of the County Executive Officer to members of the Board of Supervisors, department directors, CEO staff, and others.
Coordinate office activities, meetings, events, and schedules; develop and recommend office procedures and systems; ensure smooth office operations; ensure adherence to all deadlines.
Plan, prioritize, assign, supervise, and review the work of clerical, secretarial, and administrative support staff; participate in the selection of staff; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed.
Review and summarize miscellaneous reports and documents; prepare background documents as necessary.
Research and analyze routine administrative projects, topics, and other related matters for the County Executive Officer and Board of Supervisors; prepare first draft reports on routine administrative matters.
Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the County Executive Officer.
Provide follow up to assignments given to management staff by the County Executive Officer; provide status reports to the County Executive Officer.
Independently respond to letters, emails, and general correspondence of a routine nature.
Build and maintain positive working relationships with co-workers, other County employees, and the public using principles of good customer service.
Perform related duties as assigned.
Work is typically performed in an indoor office environment with controlled temperature conditions. Position may require travel to and from other locations in a variety of outdoor weather conditions.
Experience and Training Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Five years of increasingly responsible experience providing administrative and secretarial support to management personnel, preferably in the public sector. At least one year of supervisory experience is preferred.
Training: Equivalent to the completion of the twelfth grade, preferably supplemented by secretarial/office management or general business college course work.
Required License or Certificate:
May need to possess a valid driver’s license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.
KNOWLEDGE, SKILLS, AND ABILITIES
Principles and practices of routine analytical research.
Principles and practices of providing complex professional administrative support.
Principles and practices of supervision, training, and evaluating performance.
Principles and practices of motivation, team building, and conflict resolution.
Organization, procedures, and operating details of a county executive's office.
County emergency operations and procedures.
Techniques required to handle complaints and provide excellent public service.
English usage, spelling, grammar, and punctuation.
Modern administrative and office methods, procedures, and equipment.
Computer software, including word processing, database, spreadsheet, and other related applications.
County governmental structure, operations, and pertinent County functions, policies, rules, and regulations.
Principles and methods of business letter and report writing.
On a continuous basis, sit at desk for long periods of time. Intermittently stand, walk, bend, squat, kneel, and/or twist to reach office equipment; write or use keyboard to communicate through written means; see with sufficient visual acuity to perform essential job functions; occasionally run errands; may lift light weight.
Intermittently review and analyze documents related to department operations; observe, identify, and problem solve office issues and procedures; understand, interpret, and explain department and county policies and procedures; recall and utilize a variety of information; work under time pressure and complete a high volume of tasks; and focus on a single task for long periods of time.
Prioritize and coordinate tasks and events in a highly sensitive environment and effectively manage time.
Plan, organize, assign, supervise, and coordinate the work of clerical and technical staff.
Train and evaluate assigned staff.
Employ good judgement and make sound decisions in accordance with established procedures and policies.
Maintain confidentiality and exercise sound judgement related to matters of a sensitive nature.
Research and prepare correspondence and reports.
Interpret and explain pertinent laws and rules.
Understand, organize, index, and reference a wide variety of administrative information and records.
Analyze situations carefully, recommend solutions, and adopt effective courses of action.
Communicate clearly and concisely, both orally and in writing.
Independently perform a variety of sensitive secretarial and administrative tasks.
Establish and maintain effective working relationships with those contacted in the course of work.
Work with various cultural and ethnic groups in a tactful and effective manner.
Length of Probation:
This classification serves at the pleasure of the Appointing Authority and has no specific term and no right to continuous employment.