To perform complex, confidential and specialized professional administrative functions for a variety of programs and projects in the Board of Supervisors Office and the County Executive Office, to support the County Executive Officer, members of the Board of Supervisors and associated staff; coordinates meetings, schedules and required reference materials; supervises assigned clerical, secretarial, and administrative support staff; and performs 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 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
Sets priorities and meets critical deadlines; organizes work effectively in accordance with and in anticipation of the needs of the County Executive Officer.
Transmits information on behalf of the County Executive Officer and coordinates departmental activities with other County departments; monitors the progress and execution of projects and activities initiated by the County Executive Office
Performs complex and highly responsible verbal and written secretarial and administrative duties for the County Executive Officer.
Receives and screens visitors and telephone calls of a highly confidential and sensitive nature; provides information which requires the use of independent judgment and interpretation of policies and procedures; responds to complaints and requests for information or refers to departmental staff as appropriate.
Researches, compiles and summarizes a variety of informational or statistical materials; may compile and review budget figures and process purchase requisitions; maintains budget, purchasing, and other financial and business records.
Prior to review and authorization by the County Executive Officer, reviews all finished materials for completeness, accuracy, format, compliance with policies and procedures, appropriate English usage, and returns to appropriate department for corrections.
Maintains the County Executive Officer’s calendar; schedules meetings, appointments and speaking engagements using discretion with time commitments; notifies participants, coordinates timeframes;and meeting locations and prepares required informational materials.
Manages 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.
Represents the County to the public, businesses, Board members, and other agencies as directed.
Provide directions and convey complex, sensitive information as requested to the County Executive Officer, members of the Board of Supervisors, department directors, CEO staff, and others.
Coordinates office activities and schedules; develops and recommends office procedures and systems; ensures 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.
Researches and analyzes routine administrative projects for the County Executive Office and Board of Supervisors; prepare first draft reports on routine administrative matters.
Receives and distributes incoming mail; reviews and evaluates mail to identify those items requiring priority attention of the County Executive Officer.
Provides follow up to assignments given to management staff by the County Executive Officer; provides status reports to the County Executive Officer.
Receives telephone calls including complaints, and provides assistance to callers using judgment as to calls requiring priority attention.
Independently responds to letters and general correspondence of a routine nature.
Builds and maintains positive working relationships with co-workers, other County employees, and the public using principles of good customer service.
Performs related duties as assigned.
Work is typically performed in and 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 secretarial experience including administrative support work for management personnel preferably in the public sector.
Training: Equivalent to the completion of the twelfth grade preferably supplemented by secretarial/office management or general business college course work.
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.
Length of Probation:
All permanent appointments from open eligible lists to positions in the classified service shall serve a probationary period of twelve (12) months or two thousand eighty (2,080) hours, whichever is more.
Bargaining Unit: Confidential
KNOWLEDGE, SKILLS, AND ABILITIES
Principles and practices of routine analytical research.
Principles of supervision, training, and performance evaluations.
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 office methods, procedures, and computer equipment.
Computer software, including word processing, database, spreadsheet, and other related applications.
County governmental structure and operations andpertinent 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 twist and reach office equipment; write or use keyboard to communicate through written means; occasionally run errands; may lift light weight.
Intermittently review documents related to department operations; observe, identify, and problem solve office; issues and procedures; understand, interpret, and explain department and county policies and procedures.
Prioritize and coordinate tasks and events in a highly sensitive environment.
Plan, organize, assign, supervise, and coordinate the work of clerical and technical staff.
Train and evaluate staff
Employ good judgment and make sound decisions in accordance with established procedures and policies.
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.