Executive Assistant

Grays Harbor County•Montesano, WA

3d•Onsite

About The Position

This position serves as a confidential assistant to the County Commissioners and the Clerk of the Board. The Executive Assistant assists and substitutes for the Clerk of the Board of County Commissioners as necessary. This position is directly employed by and serves at the will and discretion of the Board of County Commissioners. The Clerk of the Board for the Board of Commissioners provides direct supervision, job assignment, and guidance for this position.

Requirements

A high school diploma is required.
Five years of executive level office administrative experience, with up to two years of college or business school education substitutable year for year for administrative experience.
Washington State Driver’s License and acceptable driving record.
Knowledge of policies, procedures, and systems involved in the administration and operation of the Commissioners’ Office and related Boards.
Knowledge of English grammar and composition, business formats, spelling, filing, and record keeping.
Knowledge of the procedures and necessary preparatory work to facilitate Board meetings and of the process involved in scheduling, arranging, and holding public meetings and hearings is required.
Ability to undertake research and compose documents and reports for meetings.
Must be able to ensure that all preparation materials are complete, factual, and well organized for each meeting.
Ability to accurately and efficiently record and transcribe meeting minutes is essential.
Must possess good interpersonal skills in working with the public, elected and appointed officials, private and government representatives, contractors, and coworkers.
Ability to use tact, discretion, and courtesy in the operation of office functions.
Ability to maintain professionalism and confidentiality in a high volume, politically charged environment.
Ability to be punctual and work during the hours of 8:00 a.m. and 4:30 p.m. Monday through Friday.
Effectively communicate in both written and oral forms; prioritize multiple projects and successfully meet deadlines; read and write in the English language; follow oral and written instructions.
Must be proficient in standard office equipment used in this position, including, but are not limited to networked computers, program specific database programs and spreadsheets, printers, calculator, copy machine, recording devices, scanners, and other hardware and software.
Requires working knowledge of word processing, spreadsheets, and computer software applications.

Nice To Haves

Two years of progressively responsible local government experience requiring little supervision and significant responsibility in a confidentiality setting is preferred.

Responsibilities

Assists the Clerk of the Board and Deputy Clerk of the Board of County Commissioners with all office functions.
Serves as Deputy Clerk of the Board during the absence of the Clerk of the Board or Deputy for all functions and support of the Board of Commissioners, Boundary Review Board, Board of Equalization and other Boards or Commissions as assigned.
Performs clerical and office assistant duties including preparing forms and correspondence, screening correspondence and making copies, formulating memos, letters and typing confidential business correspondence.
Performs record management and archiving for the department.
Sorts, files, and tabulates various documents and records; prepares new files or categories within established filing systems; enters and retrieves data using electronic files; removes and logs materials.
Greets public in person and over the telephone.
Provides information, assistance, and referral for the public.
Reviews and verifies clerical work for accuracy, timeliness, proper documentation, completeness, neatness, and conformance to county policies and procedures.
Operates standard office equipment including various hardware and software, scanners, copy machines, telephone systems, audio/visual recording equipment, etc.
Processes complex, important documents where considerable knowledge is required to assure completeness, accuracy, and fulfillment of requirements.
May be assigned to attend meetings and take minutes of proceedings.
Ensures proper posting, indexing, and filing of approved minutes, legal notices, and associated documents.
May be assigned to review, monitor, maintain, and assist in administration of contracts, ensuring compliance with policies, regulations, and contractual requirements, prepare financial reports and vouchers.
May be assigned to evaluate and implement necessary modifications to office procedures, information systems, and clerical operations to improve efficiency and quality of service.
Assists with compiling information for Public Record Requests.
Prepares and fulfills requests in the absence of the Clerk of the Board.
Schedules use of meeting rooms.
Monitors Departmental supply and equipment inventories, and/or orders office supplies as needed.
May act as the Clerk or Deputy Clerk of the Board for the Boundary Review Board or Board of Equalization as assigned, which would include creating agendas, taking minutes, drafting memos, and preparing and scheduling hearings documents.
Requires education on the rules and regulations (RCW & WAC) specific to property taxes and BOE rules and functions.
Performs other related duties as assigned.