Senior Executive Assistant

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

Job Information

Title:

Senior Executive Assistant

Market Range:

MR19

Approved Date:

5/5/2021 3:57:22 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

P1

Career Level Description:

Professional Level 1

Job Code:

100663

Job Family:

General Management

Sub Family:

Administrative Support

Primary Purpose

Provides County Executives, Board of Commissioners, and assigned departments with a broad array of administrative services.

•

Handles calendaring, logistical support, correspondence and other tasks for County Manager, other executives, County departments, and Commissioners. Represents Executives and/or Commissioners in discussions about logistical and administrative matters.  Handles confidential administrative processes for executives and Commissioners, including the processing of performance evaluations, personnel actions, reorganizations, and legal actions.  Responds, with minimal guidance, to requests for assistance from County executives and Commissioners.

1

15%

•

Serves as primary support for agenda development process and other critical Manager’s Office processes. Compiles and organizes large amounts of documents for Commissioner and public use.  Ensures staff meet standards for quality in written materials, all appropriate materials are included, and publishes all materials for public review.  Masters the agenda development software system, remote meeting software, and other technology.  Publishes information about Board meetings for public use.  Coordinates and hosts remote meetings.

2

15%

•

Manages email correspondence for Commissioners and executives.  Follows established procedures and framework, and adheres to established ground rules for this responsibility.

3

10%

•

Records minutes for Board of Commissioners meetings.  Meets standards of quality and timelines established by supervisory staff.  Prepares minutes for Commissioner review and approval.

4

10%

•

Conducts the Board of Commissioners’ advisory board appointments process.  Researches, compiles, and organizes large amounts of documents for Commissioner and public use.  Summarizes large amounts of information for Commissioner review.

5

10%

•

Handles approval process and data entry for contracts.  Provides additional administrative support for contracts that originate in County Manager’s Office, including contracts for behavioral health, transit, economic development, and consulting services. 

6

10%

•

Handles financial transactions for the Manager’s Office, Commissioners, and assigned departments.  Purchases supplies and services, ensuring purchasing rules and standards are met.  Ensures review and processes for p-cards, travel, reimbursements, and contracts are completed properly for all assigned departments.

7

10%

•

Covers front desk for Manager’s Office, Board of Commissioners, and assigned departments, including answering phone calls, processing mail, processing contracts, assisting in-office visitors and Commissioners. 

8

10%

•

Supports the Commissioners’ communication and outreach needs by composing, with minimal guidance, letters to stakeholders on behalf of Commissioners or County leadership.  Provides support to Commissioners and other staff with organizing the Board’s outreach events.

9

5%

•

Ensures employees in Manager’s Office and assigned departments complete human resources forms.  Provides support to all new hires with personnel paperwork and coordinates onboarding.  Submits all personnel actions into HR management system.  Communicates human resources updates with staff. 

10

5%

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:

P1

Career Level Description:

Professional Level 1

•

Works on small, routine projects or task-related activities that have some impact on the overall the Work Group.

•

Work is closely supervised.

•

Responsible for making minor changes in systems and processes to solve problems.

•

Identifies, defines and addresses problems that are not complex. Problems are typically within the immediate Work Group.

•

Communicates within or outside of the Work Group to provide information about policies, procedures, or analyses.

•

N/A – Jobs at this level are focused on self-development.

•

Requires basic, theoretical understanding of professional principles and skills, typically obtained through advanced education.

Qualifications

•

Associate's degree in Business Administration, Office Administration, or a related field

•

Three years of experience in increasingly responsible administrative and Executive support work

•

Equivalent education and experience are accepted

•

3 Years

Administrative support for an Executive, multiple Executives, and/or in a governmental setting

•

NP - Notary Public

•

Ability to conduct administrative processes consistently and effectively

•

Knowledge of County purchasing and human resources policies and procedures

•

Knowledge of common office software, and specialized software for agenda management, hosting remote meetings, and other needs

•

Ability to provide effective logistical and scheduling support to multiple Executives

•

Ability to organize large meetings or events

•

Ability to represent Executives in discussions with County staff and elected officials

•

Ability to proofread documents

•

Ability to modify administrative processes to meet new needs and challenges

•

Ability to demonstrate appropriate judgement about when to escalate issues to Commissioners or executives

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

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

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.

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.

Reliability

Demonstrates a high level of dependability in all aspects of the job.

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.

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 significant impact on a department's credibility, 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