Executive Administrative Assistant

Gila, County of•Globe, AZ

2d•Hybrid

About The Position

This position is to provide complex administrative assistance to the Director of Health & Emergency Services and act as liaison between the Division of Health & Emergency Services and professional staff throughout the County. This position also coordinates with community, other County, State, and Federal agencies regarding program/projects, funding, and regulatory statutes. The role involves reviewing, editing, and approving department-level budgets, and providing research and clerical support on process improvement projects. The position requires extensive interaction with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and institutions over the telephone, by email, and/or in person. The incumbent will also train colleagues, explain County procedures, respond to public inquiries, and participate in meetings. Additionally, this role involves creating or editing documents, internal memos, formal letters, contracts, and procedures.

Requirements

High School Diploma or GED.
Five (5) years of progressively responsible administrative experience or equivalent combination of education, training and experience.
Knowledge of Administration and Management.
Knowledge of English Language and Composition.
Knowledge of Federal, State, Local Laws, Regulations and Statutes.
Knowledge of Law and Government.
Skill in Active listening.
Skill in communicating diplomatically.
Skill in developing alternative solutions.
Skill in problem recognition.
Skill in problem solving.
Skill in time management.
Skill in multi-tasking.
Skill in typing and Data Entry.
Ability to generate fluent new and useful ideas.
Ability to solve problems sensibly and swiftly.
Ability to consider options, risks and benefits.
Ability to express self orally and in writing.
Ability to read and write at college level.
Must constantly follow written safety procedures and manuals relevant to the division or department.

Responsibilities

Provides administrative assistance to Health & Emergency Services Director and act as liaison between the Division of Health & Emergency Services and professional staff throughout the County.
Coordinates with the Director regarding calendaring and scheduling meetings and events.
Screens, receives, and follows up on incoming correspondence, arranging them by priority, referring matters to other staff, responding personally on matters not requiring the Director's personal attention, and referring important matters to the Director.
Selects items and issues to be filed; organizes and maintains all files, records and documentation.
Serves as liaison with community, County, State, and Federal agencies regarding program/projects, funding, and regulatory statutes.
Monitors, tracks, researches, and analyzes all time and activity reports and programmatic reports to report to the Director.
Monitors IGA, MOU and contract performance with receiving entities.
Post items on Gila County website for Health & Emergency Services.
Assists the Director in organizational issues by developing alternatives and making recommendations on matters such as organizational structure, budgeting issues, staffing, facilities, productivity, and policy and procedure development and implementation.
Performs extensive research for special projects; collect information on operational and administrative problems and perform comprehensive analysis; synthesize information and make recommendations on policy issues; prepare comprehensive administrative, operational, and statistical reports.
Performs other duties and responsibilities as assigned.
Reviews, edits and approves for submission department level budget.
Provides project research and clerical support on process improvement projects.
Trains colleagues, explains County procedures or processes, responds to public inquiries and participates in meetings.
Creates or edits documents, internal memos, formal letters, contracts and procedures.
Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.
Continously (More than 70% but less than 85% in a year) interacts specifically with customers.