Executive Administrative Assistant - Physical Development

Olmsted County•Public Works Service Center, MN

1d•Onsite

About The Position

Under general supervision, provides general administrative assistance to the division directors and department supervisors of Physical Development with specialized focus for Public Works, Parks and Trails, Soil and Water Conservation District, Environmental Resources, and Planning. Carries out special projects, assists in handling internal communications and serves as a liaison to other divisions/departments. Provides input into department plans, policies and strategies; assists in the development of internal procedures and systems to increase the overall efficiency of the administration of service delivery.

Requirements

Associate's degree from an accredited college in business, administrative assistant or related field and two (2) years of experience in a customer focused position.
OR Combination of education and experience equivalent to four (4) years of experience in a customer focused position.
Regular and reliable attendance is a necessary component of job/position.
Individuals required to use County vehicles and equipment must have a valid driver's license and be free of any major traffic violations for the last three (3) years.
Thorough knowledge of department programs, policies, procedures and nature of business.
Thorough knowledge of office practices, procedures and equipment.
Skill in the use of basic business math.
Skill in the preparation of correspondence and reports.
Skill in the use of computers and technology.
Skill in verbal and written communication.
Ability to understand and follow complex oral and written instructions.
Ability to perform moderately complex administrative tasks and to plan and organize work efficiently.
Ability to effectively relate to and communicate with a wide range of individuals.
Ability to effectively gather, analyze and explain information clearly, correctly and accurately.
Ability to make decisions in accordance with precedents and regulations and to apply these to work situations.
Ability to maintain complex records and to prepare detailed reports.
Ability to research and assess technological advances in office systems and record keeping.
Ability to maintain confidentiality.
Ability to work on multiple projects concurrently.
Ability to adapt to changing circumstances.

Responsibilities

Researches, analyzes and provides relevant information and materials required to facilitate administrative management decisions and may make recommendations.
Acts as liaison and department representative for other agencies and County departments.
Schedules, coordinates and facilitates meetings, conferences, and events.
Creates/coordinates agendas and materials for the division directors and department supervisors.
Attends meetings with the directors/supervisors and keeps detailed records of meetings including minutes.
Maintains calendars for senior management and makes travel arrangements as necessary.
Develops, recommends changes and implements efficiencies to internal policies and procedures to facilitate the functions of the departments.
Develops and maintains records, files, policies and manuals for the departments. Applies records retention and destruction procedures.
Creates correspondence, presentations, compiles reports and other communications on behalf of the directors and/or departments.
Participates on the department management team by providing input into department plans, policies and strategies.
Serves as the initial point of contact for non-routine inquiries from agencies, other departments, and members of the public requiring information or assistance from the departments.
Coordinates the purchasing of supplies and equipment, assists with purchase orders and organization of technology equipment for assigned departments.
Provides basic computer and office equipment technical support to department users.
Serves on various committees and represents the departments as assigned.
Performs all other duties as assigned by Supervisor.