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HomeMy WebLinkAboutExecutive Assistant JEFFERSON COUNTY Job Description Job Title: Executive Assistant Department: Commissioners/County Administrator Reports To: Clerk of the Board FLSA Exempt: No Union: Exempt-Confidential BBP: No Location: Courthouse Approved By: Human Resources Manager 6. Y� �'- z �L Approved Date: October 2020 SUMMARY: Independently performs a variety of highly skilled, confidential, and complex duties associated with administrative support and office administration. Prepares, edits and formats documents and correspondence; schedules appointments; provides requested information to the public; handles sensitive and confidential information and documents; and provides administrative support for the elected and appointed executives of the County Commissioners/County Administrators Office by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Performs as a receptionist as required. Greets visitors or applicants in person or over the telephone, ascertains individual's need,and may provide information when requested. Serves as a primary point of contact for all Public Records Requests for the department; logs, forwards as required,tracks, monitors and responds to all Public Records Requests received. Attends Commissioner hearings or meetings to record official actions and significant elements of discussion, as needed, or in the absence of the Deputy Clerk of the Board or Clerk of the Board. Prepares minutes as the official record of proceedings. Assists the Clerk of the Board with the day-to-day operations of the Department. Researches, composes and/or prepares correspondence, reports, documents, notifications and memos in standard layouts and formats, using judgment and inserting own contents as authorized and required. Requires the selection and use of specialized formats. Interviews individuals to compile information for departmental use. Information may be somewhat technical in nature. Interviewing may necessitate clear explanations and some skill in questioning to determine proper line of inquiry. Serves as Secretary to the Lodging Tax Advisory Committee; prepares requests for proposals,contracts and other documents; coordinates and administers gathering data for annual reporting requirements; prepares agendas, agenda packet, schedules and attends all meetings and prepares minutes as the official record of proceedings; Jefferson County Job Description: Executive Assistant Page 2 of 5 Serves as Claims Coordinator; accepts claims and works with Risk Manager and Prosecuting Attorney to assure proper and efficient processing of claims; serves as Secretary of the Risk Management Committee; Schedules meetings and prepares agendas,agenda packets,and attends all meetings and prepares minutes as the official record of proceedings. Responsible for the processing of Special Event Permits. Maintains records of employee work related injuries and insures incident reports are completed; provides notification of work related injuries to the State Department of Labor and Industries and/or 3rd party claims administration agency; logs,tracks and prepares reports of injuries as required by state and federal agencies(ie WISHA/OSHA). Prepares monthly payroll for Commissioners and County Administrator staff. Prepares legal notices for publication and official materials relating to public hearings and meeting notices. Assists with the scheduling of appointments for the Service Officers Association in administering the Veteran's Relief Fund. Works with Clerk of the Board and the Records Manager to assure that record keeping systems are maintained and updated as necessary. Serves as back-up to and assists the Executive Secretary I and II, Deputy Clerk of the Board, and the Clerk of the Board with various duties and tasks. May review and prepare for payment all office bills,expense vouchers, etc. and inputs into computer. Schedules appointments,maintains calendars for Board of Commissioners, County Administrator and other office staff. Takes dictation by machine and transcribes notes on computer. Provides secretarial and administrative support to the County Administrator and Clerk of the Board. May arrange travel schedules and reservations for department personnel. Arranges and coordinates meetings, facilities,and necessary equipment for various meetings. Assists in the planning and developing of methods, layouts,arrangement, filing systems, and other details of administrative functions as directed or requested. Posts data and other records according to standard procedures; may compile simple reports from such records. Indexes and files correspondence,reports, and other material as required. Makes copies of correspondence and other printed matter. Performs other duties as assigned. Jefferson County Job Description: Executive Assistant Page 3 of 5 SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities, but is a"lead" position. Lead responsibilities include assisting the Department Head and/or Supervisor with interviewing,training, planning,assigning and directing work. Lead positions also provide input for performance appraisals and assist in addressing complaints and resolving problems. The work is highly confidential. COMPETENCY: To perform the job successfully,an individual should demonstrate competency in the following: Interpersonal Skills- Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication-Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively;Able to read and interpret written information. Cost Consciousness-Works within approved budget;Conserves organizational resources. Diversity- Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics-Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgment-Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing-Uses time efficiently. Professionalism-Approaches others in a tactful manner; Reacts well under pressure;Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness. Quantity-Meets productivity standards; Completes work in timely manner. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality-Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability-Follows instructions; Responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. MINIMUM QUALIFICATIONS: To perform this job successfully,an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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. EDUCATION AND/OR EXPERIENCE: Associate's Degree(A.A.)or equivalent in business or legal secretarial science program, and four (4)years related experience; or six(6)years working in a municipal government and designation as a Certified Municipal Clerk through the International Institute of Municipal Clerks or ability to Jefferson County Job Description: Executive Assistant Page 4 of 5 obtain CMC designation within five(5)years of hire date; or equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules,operating and maintenance instructions,and procedure manuals; ability to write routine reports and correspondence; ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest,commissions,proportions, percentages, area, circumference, and volume. REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written,oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES,LICENSES,REGISTRATIONS: Must have upon hire and maintain a valid Washington State Driver's License with a driving record free of serious or frequent violations. Ability to successfully complete various required training classes and obtain and maintain certificates such as the designation of Certified Municipal Clerk which are necessary for functional skills performance,maintenance,and improvement. Must pass a Criminal History check. OTHER KNOWLEDGE,SKILLS AND ABILITIES: Must possess a pleasant and professional attitude to maintain good customer service relations with the Commissioners, County Administrator and other employees, representatives of outside agencies and the general public. Ability to organize,acquire resources and prioritize activities to meet deadlines; must be self-motivated to complete required deadlines while simultaneously completing other tasks. Ability to maintain a high standard for accuracy, completeness and efficiency in preparation of department information, budgets,and personnel records. Ability to work independently in a high-pressure environment. Ability to quickly grasp new techniques,deal with rapid changes in events,remain calm in stressful situations, relate to various personality styles in a calm, professional manner. Understands the need for maintaining confidentiality of sensitive and confidential information. Knowledge of computers and skill in using spreadsheets, word processing, and other software programs used in the operation of the Department. Knowledge of State and federal laws, County ordinances and policies and regulations affecting the delivery of service. Jefferson County Job Description: Executive Assistant Page 5 of 5 PHYSICAL DEMANDS: 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. While performing the duties of this job,the employee is regularly required to use hands to finger, handle, or feel objects,tools, or controls and talk or hear.The employee frequently is required to stand,walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch,or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,peripheral vision,depth perception,and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER: This position is not part of a career ladder.