Public Works Department - Executive Assistant

County of El Paso•Tx 79901, TX

1d•Onsite

About The Position

The Executive Assistant, under limited supervision, performs complex administrative support duties for a County Elected Official. Work responsibilities may extend to providing work direction to other support staff.

Requirements

Bachelor’s degree from an accredited university of college in Business or related field with six (6) years of executive/staff support experience.
Or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.
A personal mobile smart device is required by the hire start date.
Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.
Knowledge of the principles and practices of accounting.
Knowledge of modern office administration.
Knowledge of the methods and practices of collections.
Knowledge of secretarial practices.
Knowledge of the court system.
Knowledge of legal terminology.
Knowledge of principles and practices of administrative management.
Knowledge of the principles and practices of effective customer service.
Knowledge of principles and practices of effective employee supervision.
Knowledge of County organization, operations, policies and procedures.
Knowledge of report preparation, documents file creation and presentation.
Knowledge of English usage, grammar, punctuation and spelling.
Knowledge of techniques for effective interpersonal communications.
Knowledge of modern office procedures, methods and computer equipment to include Windows and Microsoft based products.
Ability to foresee, interpret and analyze circumstances, conditions and events, data and records as necessary.
Ability to balance general ledgers, reconcile accounts and make journal entries.
Ability to operate a personal computer and various software applications.
Ability to conduct research, develop appropriate documentation, assess and prioritize multiple tasks, projects and demands to meet scheduled requirements.
Ability to establish and maintain effective working relations with co-workers and customers to promote and support a productive work environment.
Ability to work efficiently independently and in a team environment to meet established goals and objectives.
Ability to communicate effectively in verbal and written forms to respond effectively to customers and staff.
Ability to exercise initiative and independent judgment within established procedural guidelines in performance of daily duties.
Ability to respond effectively to customers.
Ability to assess and prioritize multiple tasks, projects and demands.
Ability to read, interpret, and communicate instructions.
Ability to compile, analyze, and present statistical information.
Ability to use initiative and independent judgment within established procedural guidelines.
Ability to complete projects on time and within budget.
Ability to operate personal computer using standard office operating software and general office equipment.
Ability to prepare and maintain records, maintain filing systems, compile and organize information.
Ability to communicate effectively both orally and in writing.
Ability to promote program activities.
Ability to make mathematical computations.
Ability to prepare clear, concise and comprehensive written reports, and staff studies.
Ability to schedule, supervise, train and evaluate assigned staff.
Ability to establish and maintain cooperative and effective relationships with those contacted during the course of work.
Pass a background investigation.
Demonstrate regular and reliable attendance.
Work well with others and participate fully in a team oriented environment.
Interface with other employees and customers in a courteous and respectful manner.
Maintain strict confidentiality.
Project positive support of their department and all organizations receiving El Paso County service at all times.
Maintain and enhance the County’s commitment to customer service excellence.

Nice To Haves

Bilingual in English/Spanish preferred

Responsibilities

Serves as a point of phone or personal contact for outside agencies, other County departments and the general public regarding inquiries or complaints about a specific program and/or its services; receives and screens visitors for entire department.
Gathers, organizes and summarizes information for special projects; prepares various routine and complex reports, tables, graphs and statistical summaries; including the organization and maintenance of various administrative duties; makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel and meeting related arrangements.
Organizes meetings by notifying participants, makes room arrangements, prepares agendas and required information materials, attends meetings and prepares minutes; follows up on projects, transmits information, and keeps informed of pertinent activities.
Works with ITD on department’s website and ensures documentation is updated and maintained.
Prepares correspondence, reports and other materials from rough drafts or from other source documents for review and signature; reads and reviews incoming and outgoing correspondence.
Provides work direction to other support staff; provides training and technical guidance; transmits directive, instructions and assignments and follow up on the status of assignments within the department and County-wide.
Establishes and maintains records and filing systems; archives, transfers, revises, sorts and extracts files and documents; posts public meeting announcements; maintains staff activity schedules.
Prepares payroll documents; processes billings and invoices for payment; receives payments; issues receipts; monitors spending.
Provides information and resolves complaints; makes executive decisions in the absence of department head or designee.
Performs special projects as assigned; researches, compiles and summarizes a variety of information or statistical materials from multiple sources; prepares a variety of studies, reports and relates information for decision making purposes.
Recommends actions to be taken on office expenditures such as equipment supply needs.
Stays abreast of new trends and innovations in the field.
Schedules trials and pre-trials, conferences and meetings; develops agendas; records and produces meeting minutes.
Manages department head calendar, travel, via phone and document correspondence.
Serves as a notary public for legal documents.
Assists in creating requisitions through NeoGov system, reviewing application, schedules and participates in interviews.
Processes applications for County Board members; contacts applicants; coordinates interviews.
Prepares certificates; updates board website, attends board meeting and prepares and reviews minutes as necessary.
Prepares media advisories.
Prepares and submits agenda items.
Verifies and tracks board member requirements.
Recommends actions to be taken on CIP request.
Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations.
Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts.
Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.
Performs such other related duties as may be assigned.
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.