Executive Assistant

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Executive Assistant

Market Range:

MR15

Approved Date:

3/18/2021 3:12:48 PM

FLSA:

Non-Exempt

EEO Code:

PARAPROFESSIONALS

Career Level:

C3

Career Level Description:

Core Services Level 3

Job Code:

100355

Job Family:

General Management

Sub Family:

Administrative Support

Primary Purpose

Provides administrative and personal support to a Department Director or a county level office. Work may be confidential and sensitive in nature and range from general office support assignments to administrative responsibilities involving decision-making, judgment and tact. Public contact is a significant function including contact with program staff, managers of other units within the organization as well as representatives external to the organization. Job is distinguished from an Administrative Specialist based on the reporting relationship to a Department Director and scope of the role.

•

Serves as the point of contact to determine appropriate course of action. Researches and follows up on a broad variety of issues that may be sensitive and confidential in nature.

1

25%

•

Manages  calendar; responds to meeting requests; manages conflicting requests based on the goals, priorities and commitments of the manager and exercises the authority to  schedule/reschedule meetings. Resolves situations and conflicts using initiative and judgement.

2

20%

•

Plans and organizes logistics for meetings and events. Prepares or reviews PowerPoint presentations or agendas.  May attend meetings to records minutes and perform necessary follow up.

3

10%

•

Drafts/formats letters and other documents. Secures signatures and approvals if needed. Compiles background information from a variety of sources  to prepare responses to inquiries. Summarizes lengthy correspondence highlighting key sentences and topics.

4

15%

•

Researches and analyzes data to develop reports. Compiles information for various  spreadsheets, information requests and special projects. Manages and tracks information flow. Follows up with information that requires signature, answers, responses and written replies to ensure proper and timely action.

5

10%

•

Monitors and orders supplies. Maintains records of expenditures. Processes requests for payments, reimbursements, requisitions and contract amendments. Reconciles monthly procurement card purchases.

6

10%

•

As office manager duties may include: maintaining internal policies and procedures, serving as the human resources liaison, managing service contracts, retreiving and filing information, making travel arrangements,  data entry and processing mail.

7

10%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

C3

Career Level Description:

Core Services Level 3

•

Works to deliver day-to-day objectives that directly impact the achievement of results for the Work Group.

•

Work consists of tasks that are typically not routine.

•

Works independently under limited supervision, applying discretion when required.

•

Responsible for recommending adjustments to processes or systems that improve the effectiveness of the Work Group.

•

May be required to apply discretion within broad operational boundaries and procedures.

•

Communicates within and outside Work Group to obtain information or explain practices and policies.

•

Responsible for providing, guidance, coaching, and training to lower-level support employees.

•

Requires broad knowledge of operational systems and practices typically gained through extensive experience, technical training, and/or advanced education.

Qualifications

•

High school diploma or GED

•

Four years of administrative/office support experience

•

Equivalent education and experience are accepted

•

Strong communications skills (both written and oral), strong customer service and excellent interpersonal skills

•

Ability to listen and understand what is being described as well as the ability to explain problem resolutions when necessary

•

Excellent organizational and time management skills 

•

Demonstrated proficiency in computer operating systems and use of Microsoft Office Suite

•

Ability to manage multiple assignments requiring attention to detail 

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Attention to Detail

Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.

Customer Service

Balances interests of a variety of clients, and readily readjusts priorities to respond effectively to pressing and changing demands for information, advice and assistance.  Anticipates and meets the needs of clients; achieves quality end products; and commits to continuous improvement of services.

Good Judgment

Makes decisions authoritatively and wisely, after adequately contemplating various available courses of action.

Initiative

Does more than is required or expected in the job; does things that no one has requested that will improve or enhance products and services, avoid problems, or develop entrepreneurial opportunities. Plans ahead for upcoming problems or opportunities and takes appropriate action.

Interpersonal Skills

Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.  Perceives, assesses, and positively influences one's own and other individuals’ emotions.

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Maintains calmness in stressful or adverse situations. Diplomatically handles challenging or tense interpersonal situations.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand and apply non-routine verbal and/or written instructions

Organization

Organize and prioritize individual work schedule to manage multiple tasks and/or projects

Decision Making

Make decisions that have an impact on the immediate work unit's operations and/or services

Communication

Communicate and explain a variety of information

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X