Executive Assistant - Commissioner Pct 2

Hays County•Kyle, TX

About The Position

The Executive Assistant performs complex secretarial, administrative support, and research duties for the County Commissioner, both independently and under general direction. The position is the primary contact point for the Commissioner’s Office and serves as a liaison between the Commissioner, department heads, local officials, County departments, other organizations, and the public. The role affects office operations and requires timely service delivery. Individuals in this position serve at the pleasure of the current elected official. This position is not available until January 1, 2027.

Requirements

High school diploma or GED.
Three years of experience in office management, administrative support, secretarial work, or highly responsible office or clerical work.
An equivalent combination of experience or education may be substituted on a year-for-year basis.
Class C driver’s license.

Nice To Haves

Bachelor’s degree.
Bilingual proficiency in English and Spanish, including the ability to communicate effectively with constituents verbally and in writing.
Experience working in local government, an elected official's office, or another public-sector organization.
Experience providing executive-level administrative support, including calendar management, correspondence, meeting coordination, and preparation of official documents.
Experience in constituent services, community outreach, or public-facing positions serving diverse populations.
Experience working with community organizations, nonprofit agencies, governmental entities, and other local stakeholders.

Responsibilities

Manage and maintain the Commissioner's official calendar, scheduling and coordinating appointments, meetings, workshops, presentations, community events, continuing education, and other official functions.
Coordinate meeting logistics, prepare agendas and supporting documentation, and organize materials for meetings, workshops, and presentations.
Attend meetings, committee meetings, and official functions with or on behalf of the Commissioner as directed.
Coordinate the Commissioner's travel, including preparing itineraries and arranging transportation and lodging.
Plan, prioritize, and coordinate daily administrative tasks to support efficient office operations.
Prepare and coordinate agenda items and supporting documentation for Commissioners Court.
Serve as a liaison between the Commissioner, County departments, elected officials, governmental entities, and external organizations.
Serve as a primary contact for constituents, County employees, governmental agencies, and members of the public; greet visitors, answer and screen calls, and direct inquiries.
Respond to information requests and constituent questions or concerns, provide referrals or assistance, and help visitors understand procedures, complete forms, and access County services and resources.
Communicate constituent concerns, emerging issues, and other matters requiring attention to the Commissioner in a timely manner.
Draft, edit, proofread, and prepare correspondence and official documents, including letters, memoranda, reports, resolutions, orders, forms, and other administrative materials.
Conduct research, gather information, and prepare summaries and supporting documentation for County initiatives, projects, and issues under consideration.
Establish, organize, and maintain electronic and physical filing systems and administrative records, logs, spreadsheets, and tracking systems.
Prepare, copy, assemble, and distribute correspondence, reports, meeting materials, and other documents.
Assist with preparing and administering the annual departmental budget, including forecasting expenditures and monitoring available funds.
Monitor departmental expenditures, reconcile budget line items, and assist with financial reports and budget documentation.
Prepare, process, and maintain invoices, requisitions, expense reports, accounts payable documentation, contracts, and other financial records.
Coordinate the purchase and maintenance of office supplies, equipment, and other operational resources.
Assist in developing, implementing, and improving administrative procedures, workflows, and document formats.
Ensure administrative services, correspondence, and assigned tasks are completed accurately, professionally, and within established timelines.
Keep the Commissioner informed of operational concerns, scheduling conflicts, project updates, and other matters requiring attention.
Perform other duties as assigned.