EXECUTIVE ASSISTANT, BOARD OF COMMISSIONERS

About the role

The purpose of this position is to provide administrative support to the Henry County Board of Commissioners. Incumbents have the highest degree of interaction with various officials and dignitaries. Client relations are more sensitive and considered critical to the operations of the organization at the highest executive level of government.

Responsibilities

• Provides executive/administrative support to County administrators or elected officials as assigned; relieves executive staff of routine administrative tasks;
• Screens telephone calls, mail, and other communications and initiates appropriate action/response;
• Records dictation;
• Types, composes, types, edits, or proofreads correspondence on behalf of County executive staff;
• Records and/or transcribes correspondence, statements, minutes, or other information;
• Keeps executive staff informed of significant matters, messages, documentation, or other information.

Requirements

• Serves as liaison between the County executive staff and County departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations;
• Distributes and receives sensitive information;
• Interacts with various officials and dignitaries involving sensitive client relations;
• Congrates and circulates information and documentation to appropriate department personnel.

Qualifications

• Maintains calendar/schedule of activities for County executive staff;
• Schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities;
• Updates calendar on a regular basis;
• Notifies parties involved of changes;
• Covers travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.

Skills

• Conducts advanced research on behalf of County executive staff to aide in matters under consideration;
• Utilizes County files and records, court/legal records, electronic data sources, Internet sites, or other sources as needed;
• Compiles and/or monitors various administrative and statistical data pertaining to County-wide operations;
• Analyzes data and identifies trends;
• Writes, prepares, formats, or otherwise generates reports, presentations, white papers, and other documents;
• Makes recommendations for changes to improve operations, provide more responsive service, and/or optimize the use of resources;
• Provides technical assistance and information to County executive staff to aid in decision making.

Benefits

• Conducts records maintenance activities;
• Prepares files, organizes documentation, and files documents in designated order;
• Retrives/replaces files;
• Scans records into computer;
• Shreds/destroys confidential or obsolete documents;
• Maintains board records.

Pay

Commensurate with experience.

Schedule

N/A

Skills

• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, inventory records, charts, graphs, spreadsheets, or other documents.

Qualifications

• Processes a variety of documentation associated with department operations within designated timeframes, and per established procedures;
• Receives, reviews, records, and/or distributes documentation;
• Logs, tracks, or maintains records regarding department activities;
• Films, maintains, and stores hardcopy records.

Skills

• Performs data entry functions by keying data into computer system;
• Enters, retrieves, reviews, or modifies data in computer database;
• Scans documents into computer;
• Verifies accuracy of entered data and makes corrections;
• Indexes documents;
• Develops databases and computerized reports.

Work Environment

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

Special Requirements

• Knowledge, Skills, And Abilities
• Knowledge of local government operations, Human Resource related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the HR budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.