Executive Administrative Assistant to the County Administrator

Calvert County Government•Oxford, MS

About The Position

This position performs complex executive administrative support and office management work in support of the County Administrator. The position provides administrative assistance and project management support to both the County Administrator and Board of County Commissioners. This assistance entails plan development and monitoring and constant interaction with County officials, County staff, business leaders, and citizens. The work entails multiple functions, which require extensive coordination throughout the County departments and agencies. Numerous matters of the utmost confidentiality and sensitivity are handled daily in this position. The work is performed under general supervision of the County Administrator.

Requirements

Knowledge of modern office procedures and practices including operation of office appliances such as calculators and computers.
Knowledge of administrative support and office management procedures and practices.
Ability to perform executive administrative support and office management duties.
Ability to perform office assignments involving substantive operations of the unit requiring an understanding of unit operations and policies.
Ability to assist the public, clientele, and others to utilize services by explaining, instructing and advising them regarding their needs and requests and the services provided.
Ability to perform general office clerical work quickly and efficiently.
Ability to deal effectively with the public.
Associates Degree in business or a related field.
Six years of progressively responsible general office, administrative support, and office management experience.
Operation of keyboard devices for sustained periods.
Work is subject to frequent interruptions.

Responsibilities

Verifies, approves, and signs work reports on behalf of the County Administrator for all Department Heads.
Maintains leave requests and calendar for all Department Heads.
Approves requisitions through Workday.
Aids in the compilation and analysis of budgets.
Serves as a liaison to County programs.
Serves as staff support to Compensation Review Board and other committees as needed.
Explains a variety of County regulations and procedures to citizens and officials.
Manages document management program.
Handles citizen complaints in a variety of areas.
Provides back-up for Board of County Commissioner meetings.
Prepares minutes for a variety of high level meetings, many of a confidential and sensitive nature.
Deals with State Delegates, Congressional members, and court officials.
Answers correspondence on behalf of the County Administrator.
Coordinates multiple functions often of a technical or technology related nature in support of a department or affecting overall County operations.
Assists with supervisor's schedule and maintains supervisor's calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.
Processes on behalf of the office administrative actions such as budget, fiscal, payroll, personnel, purchasing actions; prepares and follows up on actions to ensure proper completion and takes necessary steps to resolve problems or expedite actions.
Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.
Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.
Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensure that the data are accurate and acceptable for use; maintains databases and data files containing such data, manages information to generate reports.
Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.
Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.
Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.
Receives, screens and routes mail; directs items to other staff or County offices as appropriate.
Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.
Produces a variety of Word-processed documents such as letters, memoranda, and reports; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.
Performs related work as required.