Executive Assistant to the County Administrator and Board of County Commissioners

Rio Blanco County•Meeker, CO

4d•$28 - $35•Onsite

About The Position

Provides executive-level administrative, operational, legal, and project coordination support to the County Administrator and Board of County Commissioners (BoCC). Exercises considerable independent judgment in coordinating County initiatives, managing confidential information, preparing official documents, monitoring organizational priorities, and ensuring timely completion of Board direction. Serves as a trusted administrative support resource who anticipates needs, manages complex assignments, coordinates executive office workflow, and supports continuity of County operations through delegated administrative responsibilities. The employee must exercise considerable initiative, discretion, sound judgment, and professionalism while managing competing priorities in a governmental environment.

Requirements

Knowledge of executive office practices, governmental administration, and the roles of elected officials and appointed staff.
Knowledge of public meeting, public notice, records retention, and governmental document practices.
Knowledge of contract and legal document terminology, formatting, routing, and recordkeeping.
Knowledge of professional business writing, grammar, punctuation, proofreading, and records organization.
Knowledge of Microsoft 365 or comparable office applications, shared drives, calendars, spreadsheets, presentations, databases, and electronic workflow systems.
General knowledge of governmental personnel administration, employment-related confidentiality requirements, records management, and the legal and policy framework applicable to public-sector employment practices.
Advanced written and verbal communication, including drafting and editing complex, sensitive, and high-visibility documents.
Organizing executive workflow, managing multiple deadlines, and coordinating projects involving numerous internal and external participants.
Researching, analyzing, and synthesizing complex information into clear recommendations, summaries, status reports, and action items.
Using sound judgment, diplomacy, tact, and discretion in politically sensitive or confidential situations.
Leading projects, facilitating coordination, resolving administrative problems, and following assignments through completion.
Using spreadsheets, databases, and electronic tracking tools to maintain accurate records and prepare useful performance or project summaries.
Work independently with limited supervision and make responsible decisions within delegated authority.
Anticipate the needs of the Administrator and BoCC and proactively prepare information, documents, and follow-up.
Maintain strict confidentiality and demonstrate a high level of personal integrity and professional judgment.
Establish and maintain effective working relationships with elected officials, department heads, employees, legal counsel, agencies, community organizations, vendors, and the public.
Communicate professionally and constructively with individuals who may be upset or emotional and assist in resolving administrative concerns within delegated authority.
Adapt to changing priorities, interruptions, urgent deadlines, and occasional evening or early-morning meetings.
Understand the distinction between administrative coordination and authority reserved to the BoCC, County Administrator, County Attorney, or other elected officials.
Quickly become familiar with unfamiliar programs, procedures, and legal requirements and provide temporary organizational support within the authority delegated by the County Administrator or BoCC.
Associate degree in business administration, public administration, legal studies, paralegal studies, finance, communications, or a related field.
Five (5) years of progressively responsible administrative experience, including experience performing legal secretary, paralegal, or comparable legal administrative support duties.
Demonstrated experience preparing, reviewing, proofreading, formatting, and managing legal or complex professional documents; maintaining confidential records; tracking deadlines; and coordinating matters requiring a high degree of accuracy, discretion, and independent judgment.
Valid Colorado Driver's License or ability to obtain within the County's required timeframe.
Notary Public commission or ability to obtain within six (6) months of employment.

Nice To Haves

Bachelor's degree preferred.
Experience supporting attorneys, executives, elected officials, governmental agencies, or governing boards is strongly preferred.
An equivalent combination of relevant education, training, and experience that demonstrates the required legal administrative knowledge and skills may be considered.
Paralegal or Legal Secretary certificate, project management, or public administration certification preferred but not required.

Responsibilities

Serve as the primary executive support resource to the County Administrator and BoCC by managing schedules, correspondence, meeting preparation, travel, appointments, deadlines, priorities, and follow-up activities.
Serve as a trusted point of coordination between the Administrator, BoCC, elected officials, department heads, legal counsel, outside agencies, community partners, and the public.
Prepare, edit, proofread, and format professional correspondence, memoranda, reports, presentations, agreements, resolutions, notices, and other executive or legal documents.
Research prior Board actions, County records, statutes, policies, agreements, and background materials; analyze and summarize findings and prepare supporting documentation for executive review.
Monitor assignments, commitments, and action items originating from the Administrator or BoCC; obtain updates, identify delays, and ensure timely follow-through.
Coordinate and maintain project, task, and performance-tracking tools for priorities assigned by the County Administrator or BoCC; collect departmental updates and prepare status reports, scorecards, or progress summaries for executive review.
Respond to routine inquiries and resolve administrative matters within delegated authority; elevate sensitive, legal, policy, personnel, or financial matters as appropriate.
Represent the Administrator in administrative coordination meetings or project discussions when assigned and communicate direction and follow-up accurately.
Assist with special projects, organizational initiatives, policy development, strategic planning, budget preparation, and interdepartmental coordination.
Assist with implementation and monitoring of the County's Strategic Plan, including coordinating periodic progress updates, departmental work plans, performance measures, and information needed to evaluate progress toward County goals.
Conduct research and gather, analyze, and summarize information regarding emerging issues, proposed initiatives, operational concerns, or matters identified by the County Administrator or BoCC.
Provide operational continuity for the Administration Office during the Administrator's absence by coordinating workflow, routing urgent matters, and carrying out delegated administrative responsibilities.
Coordinate regular and special BoCC meetings, work sessions, public hearings, joint meetings, and other meetings involving the Administrator or BoCC.
Prepare or coordinate agendas, public notices, supporting materials, meeting packets, presentations, and meeting logistics in compliance with County procedures and applicable public meeting requirements.
Review agenda submissions and supporting documents for completeness, consistency, approvals, signatures, fiscal information, and readiness for Board consideration.
Coordinate with department heads, legal counsel, and outside parties to resolve missing or incomplete information before publication or Board action.
Track Board decisions and ensure approved documents, contracts, correspondence, and assignments are completed and distributed to appropriate parties.
Coordinate County boards and commissions matters as assigned, including vacancies, applications, appointments, terms, notices, interviews, and records.
Coordinate the tracking, referral, and follow-up of citizen inquiries or concerns assigned to the Administration Office, ensuring matters are routed to the appropriate department or elected official.
Coordinate routing, review, signature, distribution, and tracking of contracts, intergovernmental agreements, memoranda of understanding, and related documents.
Maintain organized and accurate executive, Board, contract, and project files in accordance with County records retention requirements.
Handle confidential and sensitive information involving personnel, legal matters, negotiations, executive communications, and County operations with the highest degree of discretion.
Assist with responses to public records requests, legal document searches, and records research as assigned.
Develop and improve administrative processes, tracking systems, templates, and standard operating procedures to strengthen efficiency, accountability, and continuity.
Prepare and maintain administrative procedures, workflow instructions, master indexes, and other reference materials necessary to promote consistent practices and organizational continuity.
Assist with preparation and monitoring of Administration Office budgets and capital-project information, including compiling financial information and coordinating project status updates for executive review.
Provide limited administrative support for grants or other special projects when assigned, including gathering records, coordinating departmental information, and maintaining supporting documentation.
Provide backup support for critical Administration Office functions and cross-train designated staff as appropriate.
Cross-train in essential County administrative and personnel-related procedures to support continuity of operations during temporary staff absences or vacancies.
When assigned by the County Administrator or BoCC, provide temporary administrative and coordination support to other County functions while maintaining appropriate confidentiality and observing applicable legal, policy, and authorization requirements.
Plan and prioritize work independently, anticipate needs, identify issues, and recommend practical solutions.
Lead or coordinate assigned cross-departmental projects and work groups without necessarily having direct supervisory authority.
Build effective working relationships and promote timely, respectful, and accurate communication among elected officials, the County Attorney, employees, agencies, vendors, and the public.
Maintain current knowledge of County policies, governmental procedures, public meeting requirements, records practices, and relevant administrative practices.
Perform other duties as assigned by the County Administrator.