Executive Assistant (Non-Merit)
About The Position
The Executive Branch Ethics Commission is an independent state agency that oversees ethical conduct for elected officials, officers, and employees within Kentucky's executive branch. Its mission is to promote public confidence in the Commonwealth's government and employees. The office is located in Frankfort, Kentucky. The Executive Assistant supports the Executive Director with general office duties and maintains the Commission’s legal and administrative records, office calendar, and staff directory. The position requires attention to detail, strong organization, and the ability to manage multiple priorities in a regulatory environment. Serving as Legal Secretary to the Commission, the Executive Assistant organizes Commission meetings, prepares agendas and meeting minutes, operates meeting recording and videoconferencing systems, finalizes cases, processes member travel vouchers, and handles settlements and fines. The position also supports legal and investigative staff with legal documents, deadline tracking, mail, case management systems, case reports, filings, litigation preparation, and coordination with hearing officers and attorneys.
Responsibilities
- Assist the Executive Director with general office support.
- Maintain the Commission’s legal and administrative records, office calendar, and staff directory.
- Organize Commission meetings and prepare the final Commission agenda.
- Operate the JAVS videoconferencing recording system and Zoom during meetings and hearings.
- Prepare Commission meeting minutes for review by the Executive Director.
- Process and finalize cases after each meeting, including correspondence, legal documents, and certified mailings.
- Prepare and process travel vouchers for Commission members.
- Receive, process, and audit settlements and fines assessed by the Commission.
- Draft, prepare, and proofread legal documents related to Commission matters, hearing officer actions, and court proceedings.
- Monitor filing deadlines for staff.
- Maintain the office mail log and review correspondence for proper mail distribution.
- Manage and update case information in the ProLaw system and the Commission’s shared drive system.
- Prepare and organize case reports, compile data, and audit filings and settlement fines.
- Assist with litigation preparation as needed.
- Liaise with the Commission’s hearing officers and respond to hearing officers’ and attorneys’ requests for logistical information.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
